Special Events & Projects Coordinator

Inframark•Westlake, FL

32d

About The Position

The Special Events Coordinator plans, organizes, and oversees a variety of city-sponsored community events and special projects. This position manages event logistics, vendor coordination, budgeting, marketing, and on-site operations to ensure high-quality, safe, and successful events. This position exercises judgement involving assigned duties requiring the ability to function independently. Responsibilities require tact, discretion, diplomacy, initiative and knowledge of City activities. The scope and degree of knowledge required is more complex and advanced office administration and supervisory responsibilities. In addition, the coordinator provides administrative support for City boards and committees, including Council travel accommodation, meeting coordination, agenda preparation and recordkeeping. Strong organizational, communication, and multitasking skills are essential, along with marketing abilities and proficiency in managing social media platforms such as Facebook, Instagram, Nextdoor, the City website and City App.

Requirements

Principles and practices of event planning, coordination, logistics, and development.
Municipal operations, procedures, and public meeting processes.
Marketing, public outreach, and community engagement strategies.
Social media platforms and content creation (Facebook, Instagram, Nextdoor).
Basic budgeting, procurement, and recordkeeping practices.
Customer service standards and professional communication protocols.
Organizing, planning, and managing multiple projects simultaneously.
Clear and effective written and verbal communication.
Time management and prioritization in a fast-paced environment.
Marketing, branding, and social media content development.
Coordinating travel arrangements and processing reimbursements.
Preparing meeting agendas, minutes, and board/committee materials.
Building positive working relationships with staff, elected officials, vendors, and community partners.
Work independently with limited supervision while prioritizing and meeting deadlines.
Take initiative and problem-solve and implement innovative solutions in the event arena and special projects
Maintaining a flexible works schedule, which may include working event weekends or nights
Exercise sound judgment and maintain confidentiality.
Provide excellent customer service and respond to resident and stakeholder inquiries.
Think creatively to develop engaging and successful events.
Work weekends and holidays as required for events and evenings for meetings.
Adapt to changing priorities and handling unexpected challenges professionally.
Handle physical work, including lifting 20+ pounds and various
Any combination of education and experience equivalent to graduation from an accredited college or university with major course work in event/hospitality management, marketing, program planning, or related field, and considerable experience with planning, organizing, and marketing events.
Must possess a valid Florida driver’s license.

Nice To Haves

Experience working with public agencies, community organizations, or boards/committees preferred.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required. Adobe Photoshop and Canva design a plus.
Experience with social media management (Facebook, Instagram, Nextdoor) and basic marketing tools preferred.

Responsibilities

Serve as the Special Events Coordinator
Oversee event development, including concept creation, community and market research, feasibility analysis, timeline planning, operational logistics and on-site execution.
Monitors and tracks all event related expenditures to ensure fiscal responsibility and compliance with approved financial plans, City procurement policies, and contractual obligations.
Actively researches emerging trends, event innovations, and community interests to develop fresh, engaging, and relevant event concepts.
Oversee the negotiation of contracts for outside services associated with special events, within the City's procurement policies.
Manage and secure adequate and necessary event insurance and required permits.
Tracks event financing, including set-up, new vendors, processing check requests, preparing and finalizing contracts, invoicing and reporting.
Manage and oversee the tracking, servicing and coordination of event sponsorship and benefits
Engage and coordinate with the public relations firm.
Manage and coordinate marketing of events
Attend and participate in meetings, and conferences with any entity or agency as necessary for developing, implementing and sustaining events.
Build relationships with local businesses, community groups, prospective sponsors, schools, and homeowners associations.
Serve as Board/Committee Secretary
Attends and serves as Audio/Visual Coordinator for Council meetings as directed.
Assists in formulating records and minutes of City Boards and Committees.
Assist with the coordination and arrangement of city travel accommodation for City Council, including flights, hotel accommodation, and conference registrations.
Process and submit reimbursement requests on behalf of City Council in accordance with City policies and procedures.
Handles information and materials of a sensitive nature; exercises appropriate judgement in disseminating data and information.
Provides support to the City Clerk in the preparation of correspondence, mail, telephone calls and e-mails.
Answers telephone calls for the department.
Assist with managing City website and App.
Serves as backup for front office functions such as filing, greeting the public, and answering telephone inquiries.
Performs related duties as required.