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Event and Programming Specialist

1 month ago

Seattle, United States Downtown Seattle Association Full time

Position 

Specialist, Events & Programming 


Department 

Public Realm Operations Team 


Reporting Relationship 

Director of Parks and Public Realm Operations 


Status 

Full-time; Non-exempt 


Overview 


The Specialist supports the work of the Downtown Seattle Association/Metropolitan Improvement District (DSA/MID) by playing a key role in the Urban Parks Activation Partnership, an innovative private/public management model currently in place in all our managed parks and public spaces. The Specialist is responsible for park permitting and coordination, planning, and implementation of public space and public space activation strategies. This includes daily promotions, and marketing to support efforts that activate these spaces. The Specialist is also responsible for all planning and implementation of the organization’s signature summer event, the Downtown Summer Sounds Concert Series, which takes place in various locations downtown each summer as well as the organization’s programming during the holiday season in downtown Seattle, which includes various events and partners. 


Duties & Responsibilities  

PERMITTING & ACTIVATION  

  • Be an organization liaison to neighborhood businesses and organizations around the parks, perform extensive interaction with the public and work to foster and maintain positive relationships with stakeholders.  
  • Continually work to improve the urban environment through thoughtful programming and activation.  
  • Manage the park permitting process, which will include receiving all permits, responding in a timely manner, and confirming/declining applications. 
  • Review permits for completeness, appropriateness and/or to determine program eligibility, process documents according to guidelines.  
  • Oversee and be on-site contact for activation logistics in the parks, as well as other venues as needed. 
  • Follow up with applicants that require additional details including scheduling an onsite walk throughs of the activation logistics.  
  • Invoice permittees in a timely manner based on fee matrix.  
  • Responsible for sending out contracts to our vendors and ensuring they are in compliance to all terms and conditions. 
  • Research, identify, plan and schedule activations and programming for the parks that attract diverse audiences, are appropriate for the neighborhood and foster positive activity and vibrancy for the park. 
  • Responsible for booking and working with vendors that represent our BIPOC (Black Indigenous, People of Color) and WMBE communities  
  • Maintain positive relationships with onsite programming partners and sponsors to ensure smooth event and activity execution.  
  • Provide on-site support for larger programs & events and outline expectations of holding an event in a park. 
  • Manage internal parks calendars, to include entering/deleting events in real time and ensuring appropriate event details are included and accurate.  
  • Responsible for coordinating activation and marketing/promotional materials with the Communications/Marketing team (including copywriting, proofing, routing, and approval). 
  • Communicate to activation partners in response to last minute, unforeseen scheduling conflicts. 
  • Develop and maintain relationships with DSA/MID sponsors and act as liaison to sponsors as sponsorship packages relate to/result to park and public space programming 
  • Develop event recaps/proof of performance for key park activations. 
  • Attending monthly City Special Events Committee and track large events with parks overlap. 

 

DOWNTOWN SUMMER SOUNDS CONCERT SERIES (One specialist to focus on summer concert series) 

  • Oversee all programming and event logistics for the Downtown Summer Sounds concert series: 
  • Work with Public Realm team to develop a unique and local concert series for the summer season. 
  • Assist in planning and executing operational budgets. 
  • Develop and track all vendor and sponsor contracts.  
  • Assist in development of RFPs and creative briefs for graphic design and event production vendors, coordinate content for advertising, media, and web/graphics deliverables.  
  • Support all concert vendors with prep and day-of logistics 
  • Support event interns (hiring, training, day-of support, set-ups, break-downs, etc.) 
  • Maintain and update project and event, workplans, timelines, post compilation wrap packets, etc. 

 

DOWNTOWN HOLIDAY EVENTS & PROGRAMMING (One specialist to focus on holiday) 

  • Oversee all programming and event logistics for DSA/MID-led downtown holiday events: 
  • Collaboratively develop vision and theme for holiday programming 
  • Assist in planning and executing operational budgets. 
  • Develop and track all vendor and sponsor contracts.  
  • Assist in development of RFPs and creative briefs for graphic design and event production vendors; coordinate content for advertising, media and web/graphics deliverables.  
  • Oversee holiday-specific staff. 
  • Maintain and update project and event workplans, timelines, post compilation wrap packets, etc. 


GENERAL DSA SUPPORT 

  • Contribute to DSA membership recruitment efforts, maintain contacts in DSA/MID CRM database. 
  • Ensure all deliverables are provided on-time and consistent with approved formats, within allotted hours and budget. 
  • Facilitate coordinating content for event web pages, collateral and appropriate outreach for programming and events.   
  • Maintain an event collateral inventory and archive for all events/programming.     
  • Perform other event-related tasks as needed, including pulling event data for staffing reports, staffing company events, helping to organize supplies, assisting in running supplies out to the park, and other tasks as assigned... 
  • Participate in committee meetings for DSA events, as necessary. 
  • Oversee on-site event volunteers and volunteer recognition as needed. 
  • Perform other related duties as required. 


Qualifications 

  • 3-5 years of experience in event coordination. 
  • Ability to maintain accurate records and efficiently multi-task daily deadlines. 
  • Enjoys proofreading, including grammar, spelling, and design elements  
  • Experience in marketing, events, community development, or related fields. 
  • Strong verbal and written communication skills. 
  • Experience managing budgets. 
  • Extremely organized and detail oriented with the ability to meet tight deadlines. 
  • Ability to work weekends and holidays as needed. 
  • Ability to take direction. 
  • Ability to lift 50 lbs. 
  • Adapt to changing priorities while continuing to manage workplans. 
  • Self-motivated, energetic learner and a positive attitude with a good sense of humor. 
  • Ability to lead a team meeting and present information in front of an audience 
  • Ability to handle stressful situations, demonstrating diplomacy and tact under pressure. 
  • Ability to respond to and resolve difficult and sensitive citizen inquiries and complaints. 
  • Strong interpersonal skills and ability to work well with diverse groups. 
  • Knowledge of Downtown Seattle, its neighborhoods and business community preferred. 
  • Ability to work early mornings, evenings, weekends, and holidays.

 

Characteristics   

  • Reflect the Downtown Seattle Association’s core values of Collaboration, Perseverance, Innovation, Excellence, and Integrity   
  • Commitment to a growth mindset, collaborative servant leadership, and a learning-based philosophy   
  • Humility, sense of humor, and comfort with ambiguity   
  • Ability to weave and work within all DSA mission areas associated with creating a healthy, vibrant downtown   
  • Willingness and ability to engage with evolving priorities and a shifting portfolio of job duties   

   

Employment Details   

The hourly pay range for this position is $28.00 - $31.00. Downtown Seattle Association provides a comprehensive benefits package including:   

  • 100% employer-paid    
  • Medical/Dental/Vision Coverage    
  • Life Insurance   
  • Long Term Disability    
  • Paid FMLA   
  • Generous Paid Time Off    
  • 10 paid Holidays plus six paid personal days   
  • ORCA transit card   
  • First Choice Employee Assistance Program   
  • Flexible Spending Account (medical or dependent)   
  • Employer-Matched 401(k) Contribution with up to 5% Match   

Application Instructions:   

Please submit your application materials to hr@downtownseattle.org   .Applications will be reviewed on a rolling basis, with priority given to applications received by August 9th, 2024.  

   

 Things to Know About DSA:   

  • We recognize there is value in the Downtown Seattle Association and our affiliate organizations and programs reflecting the diversity of our community and we are intentionally and actively seeking out applications from a variety of backgrounds, including members of the LGBTQIA+ community, and Black, Indigenous, and people of color (BIPOC).   
  • Downtown Seattle Association is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, and, if necessary, disciplined without regard to sex, race, religion, creed, marital status, age, national origin, ancestry, color, sexual orientation, gender identity or expression, political ideology or activity, disability, honorably-discharged veteran or military status. All applicants are carefully screened, and full consideration is given to their training, education, skills, aptitudes, experience, and previous work record. In addition, DSA does not discriminate on the basis of genetic information in its employment related policies and practices, including coverage under its health benefits program.