Special Events and Marketing Coordinator

Job Overview

This role is dedicated to organizing and marketing special events within the department, ensuring smooth execution and effective community engagement.

Key Responsibilities

• Coordinate event planning efforts with local community groups and municipal departments.
• Lead meetings with the Special Event Team to oversee project progress.
• Manage all aspects of event logistics including permits, insurance, planning, and post-event debriefs.
• Oversee agreements and contracts pertaining to event organizers, keeping all documentation current.
• Arrange and ensure delivery of necessary city resources for event support.
• Plan, execute, and review city-sponsored events, including active participation during events.
• Attend community events to monitor compliance, address issues, and represent the city; capture photographic content for promotional use.
• Handle citizen inquiries and complaints related to special events, programs, tournaments, and facility bookings.
• Create and disseminate marketing collateral such as press releases, flyers, posters, brochures, and signage.
• Collaborate with the Public Information Officer to expand marketing reach through additional channels.
• Secure sponsorships to support special events financially.
• Maintain and update department’s website and social media profiles.
• Assist with volunteer recruitment, maintain volunteer database, schedule volunteers, and implement volunteer recognition initiatives.
• Perform other duties as assigned.

Required Knowledge and Skills

• Comprehensive understanding of event planning and management.
• Ability to coordinate scheduling, logistics, and allocation of resources efficiently.
• Familiarity with marketing and public relations strategies.
• Proficiency with relevant computer applications and software tools.
• Strong organizational and planning skills.
• Experience in delivering and managing recreational programming.
• Effective problem-solving abilities.
• Excellent interpersonal communication skills.
• Ability to communicate clearly both orally and in writing.

Supervision and Work Environment

The Recreation Programs Manager provides general direction and oversight, reviewing work for accuracy and appropriateness. Work is governed by event guidelines, local ordinances, and departmental policies requiring sound judgment to interpret and apply.

Complexity and Contacts

This position involves a variety of administrative and program coordination responsibilities which require collaboration with diverse stakeholders including city personnel, volunteers, business leaders, civic representatives, officials, and the public. The success of city special events heavily relies on effective coordination managed by this role.