Special Events Coordinator

THE WOODLANDS TOWNSHIP•The Woodlands, TX

3d•$59,465 - $0•Onsite

About The Position

The Special Events Coordinator plans, manages, coordinates, and evaluates special events sponsored by or held in conjunction with The Woodlands Township. The role also manages bookings and reservations for sports fields, supports organizations planning tournaments on Township fields, and coordinates requests to use department equipment, parks, and pathway systems. The coordinator works with the Special Events Supervisor and Manager on sponsorships, marketing, advertising, and business development, and maintains communication with participating parties and the companywide events calendar. The position develops event operations plans covering budgets, timelines, logistics, volunteers, marketing, and advertising; coordinates required services, security, and cleanup; monitors budgets and prepares reports and status updates; and ensures appropriate insurance for Parks and Recreation Department events. The role supervises a Specialist and oversees helpers, assistants, seasonal employees, interns, or temporary employees, including hiring and disciplinary decisions, evaluations, and staff assignments. Employees may be called to perform assigned emergency service duties during disasters or other emergencies. The position requires work at special events on nights, weekends, or holidays. It is safety-sensitive and subject to random drug testing. Work may involve occasional exposure to moving mechanical parts and outdoor weather conditions, with occasional outside work and usually moderate noise.

Requirements

Bachelor’s degree in Recreation Management or a related field.
One year of related experience and/or training, or an equivalent combination of education and experience.
Texas driver’s license and compliance with driver safety policy requirements.
Proficiency with Microsoft Office.
Ability to perform the essential duties satisfactorily, with reasonable accommodations where applicable.

Responsibilities

Understand, demonstrate, and clearly articulate The Woodlands Township’s mission and vision.
Develop and promote departmental and companywide special events.
Serve as a liaison with village associations and other nonprofit organizations for special events.
Facilitate the Special Events Application process in accordance with Township policies and procedures.
Coordinate events managed by the Special Events Division and produced by the Parks and Recreation Department.
Develop and maintain an operations plan for each event, including budget, timeline, logistics, volunteer activities and recruitment, marketing, and advertising.
Develop and maintain a volunteer management program covering recruitment, training, and evaluation.
Support the Special Events Supervisor and Manager with department sponsorships, database maintenance, and implementation of a business development plan.
Oversee, maintain, and coordinate schedules for internal and external field use, including management of qualified Athletic Organizations.
Coordinate requests for department equipment and other event support.
Support implementation of department marketing and advertising plans.
Organize required services for departmentwide events as requested.
Coordinate approvals for external organizations seeking to use parks and the pathway system.
Ensure Parks and Recreation Department events have adequate and appropriate insurance.
Maintain and coordinate the companywide events calendar and communicate with participating parties.
Compile cost estimates, submit budget requests, track budgets, and prepare reports.
Arrange security and cleanup as needed and provide project status updates.
Manage a Specialist and oversee helpers, assistants, seasonal employees, interns, or temporary employees; make final hiring and disciplinary decisions, evaluate performance and program effectiveness, and realign work and staff assignments as needed.
Perform assigned emergency service duties during disasters or other emergency situations when called to work.
Work special events on nights, weekends, or holidays and perform other duties as assigned.