Special Events Coordinator

Town of Avon•Avon, CO

1d•Onsite

About The Position

The Town of Avon, Colorado, is accepting applications for a Special Events Coordinator. The Special Events Coordinator provides support to the Culture, Arts & Special Events (“CASE”) Manager with development, organization, and implementation of the Town’s Culture, Arts & Special Events programs, performing a variety of production and administrative duties.

Requirements

A bachelor’s degree in event management, economics, business or equivalent work experience is required.
Work experience shall include four or more (4+) years progressive administrative or supervisory experience in special events or like work.
Any equivalent combination of education and experience will be considered.
A background check and reference checks will be required prior to employment.

Nice To Haves

Experience working for an all seasons resort municipality is a plus.

Responsibilities

Management and recruitment of special event vendors and other contractual entities to ensure compliance with Town, County and State policies, as directed.
Management, training, scheduling, responsibilities, tracking and overall coordination of volunteer personnel to include ensuring commitments are met.
Assists with the preparation of CASE Committee packet materials, meeting minutes and other meeting preparation as needed.
Attends CASE Committee meetings.
Assists the Communications Manager with the development, publication and distribution of the special event public information materials, promotional flyers, posters, brochures, and social media.
Administration of special event and sound permits and digital sign permits, including collection of appropriate fees, required approvals and signatures, insurance forms and follow up with applicant.
Assists with development, planning, coordination, and implementation of a variety of community and signature special events to ensure compliance with safety protocols, permitting requirements and communication with internal departments and outside agencies is timely.
Implementation of traffic plans to include street closures, personnel placement/workload, and pedestrian/vehicular signage locations in collaboration with Public Works, Mobility and Avon PD.
Assists with implementation and tracking of in-kind services for community, and signature events.
Manages storage, maintenance, and accurate inventory of special events assets, materials, and supplies.
Manages third-party private and public Pavilion rentals; and, third-party event producer contract administration, as needed.
Assists with management of bar operations, staffing and cash management.
Coordinates Pavilion facility reservations and accurately tracking and communicating with internal departments.
Administers admission fee purchases and account balance.
Maintains and updates the Town’s events calendar and special event webpages and calendar submission to external websites.
Assists with development of reports and memorandum as needed in preparation for Council presentations.
Creates requisitions and ensures all purchase orders are properly coded, routed and submitted to finance in a timely manner.
Complies with all Town of Avon safety and health policies and procedures, including the use of protective equipment and clothing, to promote a safe work environment.
Prepares correspondence such as letters, press releases, and meeting agendas.
Attends council and community meetings, as necessary.
Performs other duties as assigned.