Director of Beckley Events

Classification: Exempt

Reports to: City Manager

Salary $45,000 - $55,000 annual

Applicant must successfully pass drug test and background check.

Summary/Objective

The position of Director of Beckley Events is a highly visible role and demands extensive, excellent customer service. This position leads the Events Committee in planning and organizing City events. This position requires a high level of professionalism and willingness to handle all planning and administrative details of meetings and events. In addition, this position requires the ability to be self-driven, results-oriented, and the ability to thrive in an atmosphere of multi-tasking and fast-paced schedule on a routine basis. Exceptional attention to detail and exceptional organizational skills is required. This position requires excellent written and verbal communication skills; strong time management skills that include the ability to manage concurrent tasks efficiently; exceptional client service skills and enjoy working with the public. This position requires a natural forward planner to critically assess own performance to receive feedback for opportunities for improvement and/or receive customer critique.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

1. This position requires and demands excellent customer service skills.

2. Oversee and facilitate all aspects of meeting planning from site selection, vendor negotiation, event registration, marketing, onsite staffing and post-event reporting;

3. High level of professionalism; the ability to maintain a professional and positive attitude and work independently with little guidance in a fast-paced, changing environment;

4. Strong written and verbal communication, able to deliver clear, concise information tailored to specific and varied audiences,

5. Exceptionally detailed-oriented and organized to ensure quality and consistent output;

6. This position leads the Events Committee in planning and organizing city events.

7. Conducts meetings with the Events Committee.

8. Responsible for event details normally including booking entertainment, securing vendors, planning booth layout and/or parade line-up, organizing judges and awards, seeking publicity, organizing volunteers and working with city departments to ensure that City of Beckley events run smoothly.

9. The ability to effectively solve problems; think creatively, make decision and take action, exercising independent judgment;

10. Strong time management skills and the ability to manage concurrent tasks efficiently;

11. This position requires strong social networking skills;

12. Marketing of city events on “Beckley Events” Facebook page.

13. Write press releases contact media; design flyers, rack cards, brochures and tabloids;

14. Participate in interviews with the media to promote events and networking;

15. Promote and encourage support of local businesses, vendors and organizations during events;

16. Assist in compiling a list of events to be included in the Calendar of Events publication and the on-line calendar.

17. Coordinate events specifically within the City of Beckley

18. Manage special events for the City of Beckley - including Coffee, Tea, & Sweet Treats with the Rhododendron Festival, Fridays in the Park, Car and Bike Shows, Kids Classic Festival, Chili Night, and the Christmas Parade.

19. Assist and support other community events and festivals (i.e., Chamber/Downtown Pulse, Appalachian Festival, Bill Withers Festival, BEX, Veterans Parade, and other community events).

20. Assist with revitalization and community projects that improve the quality of life in the Beckley area. Attend Downtown Pulse meetings and serve on the Public Arts Committee (help paint murals and encourage public art)

21. Assist with beautification efforts - Attend Beckley Beautification Commission meetings and serve on the Raleigh County Make It Shine Committee; write BAF and BRCCVB grant applications for special projects; assist in planning the City’s Christmas decorations.

22. This position represents Beckley’s Kids Classic Festival, the Appalachian Festival, and Rhododendron Festival as a member of the WV Association of Fairs and Festivals. Required attendance in the annual convention in January of each year;

23. Promote the Uptown Tailgate Farmers Market with the WVU Extension Office;

24. Serve on the City’s Comprehensive Plan Steering Committee - work to achieve goals in the plan.

25. Serve on community advisory boards and committees (i.e. Salvation Army, Beckley-Raleigh County CVB)

26. Maintain confidentiality.

27. Enjoy working with the public;

28. Be proficient in Microsoft Excel and Microsoft Word;

29. The ability to work in a team environment;

30. The ability to be up-to-date on current trends in the industry;

31. Coordinate with maintenance staff for handling any issues before-during/after events.

32. Responsible for all internal meetings in preparation for events;

33. The ability to negotiate and build partnerships with vendors;

34. Work with vendors on digital management events;

35. Send and track correspondence with speakers and sponsor/exhibitors;

36. Strong marking skills; this includes but is not limited to creating and/or coordinating event publications and materials;

37. Assist with setting up booths during marketing events / trade shows.

38. Provide basic AV services at events using in-house AV system.

39. Create and manage budgets and collection of registration, sponsorship income and exhibit fees;

40. Create/design event materials and signage;

41. Oversee meeting preparation, supplies ordering and packing/shipping of event materials;

42. Manage staff events and manage onsite event registration; includes occasional travel for regional meeting;

43. Data entry and daily administrative functions;

44. Create invoices and receipts as requested; track expenses for event budget reconciliation;

45. Create and analyze online evaluation and prepare post-event reports;

46. Understand and adhere to the policies and procedures of the City of Beckley;

47. Have a clear understanding of Parks and Recreation that includes but is not limited to other activities and projects within the City of Beckley;

48. Provide information for all tourist attractions within the City of Beckley;

49. This position is responsible for the coordination and completion of significant special projects, either independently or in cooperation with various departments;

50. Perform all duties in conformance to appropriate safety and security standards; ensure that proper safety and incident reporting procedures are followed; bring problems to the attention of the HR Director;

51. Travel for the City of Beckley;

52. Other duties, as assigned.

Other Duties

Please note: This job description is not designed to cover or contain a comprehensive listing of the activities, duties, or responsibilities that are required of the employee for this job. The City of Beckley reserves the right to revise job duties and responsibilities at any time, with or without notice.

Competencies

· Excellent Customer Service Skills

· Professionalism

· Confidentiality

· Ethical Conduct

· Personal Effectiveness / Credibility

· Initiative

· Technology / Computer Proficiency

· Organizational Skills

· Thoroughness

· Time Management Skills

· Technical Capacity

· Communication Proficiency

· Cooperation – the ability to work well with others

Supervisory Responsibility

This position will supervise the events staff or volunteers.

Work Environment

This position is routinely in an indoor/outdoor environment. This includes an office environment that routinely uses standard office equipment that includes but is not limited to: computers, phones, copiers, filing cabinets, fax machines, and scanners. This position may require being outdoors in adverse weather conditions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

· This position is in an indoor/outdoor environment that includes an office environment. The employee is regularly required to walk, talk, and hear. This position requires extended periods of standing and extended periods of answering the phone; this position requires, lifting, stooping, reaching, pushing, pulling, repetitive computer data entry, cash register and adding machines.

· Employee must be able to lift thirty (30) pounds.

Position Type/Expected Hours of Work

This is a full-time position. Employee may be required to work evenings, weekends, and holidays. This position may be on-call for emergencies, inclement weather, and/or as needed.

Travel

This position may require occasional travel for training and/or professional development. This position requires travel within the City of Beckley, Raleigh County, and any other travel to be determined.

Required Education and Experience

This position requires a high school diploma or GED equivalent. This position requires a one (1) year proven experience in event planning. This position requires exceptional customer service and working with the public. This position requires a proven track record of organizing successful events; proficient in MS Office; excellent vendor management skills; outstanding communication and negotiation ability; well-organized with multi-tasking skills; able to handle stress and remain calm; problem –solving abilities.

Preferred Education and Experience

The preferred education for this position is an Associate’s Degree in Business, Marketing or Communications, hospitality management, public relations or relevant field is preferred –OR-- an equivalent combination of education and/or experience may be substituted for degree--OR--currently enrolled in a four-year degree program. The preferred experience is two (2) years experience in the field of event planning; a proven track record of organizing successful events; proficient in MS Office; excellent vendor management skills; outstanding communication and negotiation ability; well-organized with multi-tasking skills; able to handle stress and remain calm; problem solving abilities in addition to familiarity with the City of Beckley’s ordinances, rules, and regulations.

Safety and Equipment

The employee will follow established safety precautions when performing tasks and using equipment and supplies. Employee will clean and store equipment properly, when needed per policy.

The City of Beckley is an EEO employer.

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $45,000 - $55,000