Event Coordination Assistant

2 weeks ago


Altamonte Springs, Florida, United States City of Altamonte Springs, FL Full time

Salary :
$38, $59,678.00 Annually

Job Type:
Full Time

Job Number:
Department: Technology, Communication, & Strategic Initiatives
Division: Events Management

FLSA:
Non-Exempt

Position Overview:
Assist in the planning and execution of events at various locations.

Key Responsibilities:
  1. Support the organization and supervision of City-sponsored events.
  2. Manage event rentals by providing necessary documentation and guiding promoters through the event process.
  3. Assist in drafting and executing agreements for park usage and special events, ensuring compliance with City requirements.
  4. Coordinate with event organizers and City personnel to discuss logistics, staffing, timelines, and production needs.
  5. Oversee event setup, breakdown, and operational logistics, ensuring safety in collaboration with Park Rangers.
  6. Manage day-of event details, addressing and resolving promoter expectations.
  7. Requisition and maintain inventory of equipment and supplies.
  8. Conduct quality control checks on all equipment prior to events, including audio-visual systems.
  9. Handle inquiries from event and vendor contacts.
  10. Assist in the production of promotional materials and maintain inventory of printing supplies.
  11. Provide detailed post-event reports and assist in logistical coordination for vendor placements.
  12. Drive to various work sites as needed and perform additional duties as assigned.
  13. Deliver exceptional customer service to event producers while managing multiple tasks in a fast-paced environment.
  14. Foster collaborative relationships with personnel across City departments and local stakeholders.
  15. Work a flexible schedule, including weekends and holidays, as required.

Qualifications:
Minimum Requirements:
- Bachelor's degree in Hospitality Management, Event Planning, Tourism, Leisure Services, or a related field.
- Two years of experience in community programming or special events, or an equivalent combination of education and experience.
- Valid driver’s license; must obtain a Florida license within 30 days of employment.

Preferred Qualifications:
- Proficiency in software applications such as Adobe, Excel, Civic Plus, and Munis.
- Experience with audio/visual equipment, including PA systems and lighting.
- Two years of supervisory experience in events, staff, vendors, and entertainment.
- American Red Cross CPR/AED and First Aid certification; must be obtained within six months of employment.
- Completion of Crowd Management Training within three months of employment.

Additional Information:
Applicants will undergo a background investigation and must meet specific driving history requirements. The City offers a comprehensive benefits package, including health coverage, life insurance, and various optional benefits. For more details, please refer to the City’s employment resources.

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