Community Events Coordinator

FLSA Status: Non-Exempt

General Definition of Work:

This position is responsible for developing, implementing, and managing City of Westfield community events and related work as apparent or assigned. Work is performed under the limited supervision of the Westfield Welcome Manager. Office hours for this position are 8:00 a.m. to 5:00 p.m., Monday through Friday with a one-hour unpaid lunch. Hours are subject to change due to work demands or as needed, including occasional evening and weekend hours.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential Functions:

Includes the following. Other duties may be assigned.

◾Planning, organizing, promoting, facilitating, and coordinating different types of events

◾ Strategic planning and research

◾Reviewing event plans to determine time frame, funding limitations, procedures for accomplishing project, staff requirements and allotment of available resources to various phases of events

◾Creating and revising plans and layouts for different events

◾Preparing the event budget and handling money as laid out in city policies

◾Preparing post-event reports

◾Implementing and monitoring the timeline of an event

◾Supervising and coordinating partners and vendors associated with each event

◾Coordinating with the Communication Department for all advertising needs

◾Providing guidance and information pertaining of the event to the public

◾Ensuring that all contractual obligations are met

◾Ensuring the event location fulfills all building, health and safety requirement, local and state permits

◾Making logistical plans with other city departments including Parks, Public Works, Grand Park, etc. for event set up/tear down

◾Developing emergency plan with Public Safety officials

◾Supporting resources by developing and maintaining marketing and volunteer partnerships with outside organizations.

Knowledge, Skills and Abilities

Event management, marketing principles and practices, fundamentals of writing and composition, social media, website design, contractual services and negotiating contracts. Proficient in Microsoft software (Word, Excel, PowerPoint, Publisher, etc.). Working knowledge of structure and operation of city, county, state, and/or federal government. Working knowledge of laws, codes, regulations, and ordinances as relates to town, county, state, and federal government and additionally how these laws and regulations relate to Community Events. Develop project budgets and monitor expenditures; edit and design a variety of materials; write in a creative, descriptive, technical, or factual manner; establish and maintain cooperative relationships with those contacted during work; respond to sensitive matters and/or situations with discretion; excellent oral and written communication skills, excellent management and organizational skills, works well alone and in a team.

Education and Experience:

Bachelor's degree with coursework in Event Management, Communications/Marketing, Hospitality, Tourism, or related fields.

Physical Requirements:

This work requires the frequent exertion of up to 10 pounds of force; heavy lifting requirement up to 75 pounds; work regularly requires sitting, speaking or hearing, and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work requires close vision, ability to adjust focus, depth perception and color perception; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; operating machines and observing general surroundings and activities; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements:

Valid driver's license in the State of Indiana

CPR certification training for adults and pediatrics or ability to obtain within one (1) month of employment. AED First Aid certification or ability to obtain within one (1) month of employment.

*If CPR certification and/or AED First Aid certification is needed, costs may be covered by City of Westfield.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Holidays
• Monday to Friday
• Weekends as needed

Work Location: In person