Events Coordinator – Full Time Job Opportunity

Title:                          Events Coordinator
Status:                      Full Time Position
Reports To:              Manager of Events & Cultural Programming

Job Summary

This position is responsible for the planning and execution of city-sponsored community events in various city-owned venues. This position serves as the lead person in attracting and overseeing third-party and rental events in Downtown Sugar Hill. The employee will work diligently to engage local event coordinators, resident groups, schools, civic groups and other organizations hosting their events in Sugar Hill. This position will have a minimum of (1) direct report part-time employee to assist in managing the downtown spaces.

Major Duties

  • Responsible for the planning and execution of city-sponsored events in various city-owned venues, particularly in its downtown. Those spaces include but are not limited to The Bowl, Dawn P. Gober Plaza, The Promenade, Portico, road races, Art Gallery and History Museum.
  • Plans for and coordinates the scheduling of private events, rentals events, and third-party events on city downtown property, including determining the compatibility of events with facilities and city policies.
  • Oversees staff working in the Art Gallery and History Museum space by organizing their schedules and responsibilities, events, hours of operation and other tasks as assigned.
  • Serves as staff liaison with the Sugar Hill Arts Commission and Sugar Hill Historic Preservation Society.
  • Responsible for assisting in the execution and contractual agreements of third-party events in the venues stated above.
  • Implements events from start to finish; assists in event budgeting, conceptualizing, implementation, execution and cleanup.
  • Serves as point of contact and leader of multiple groups during events including contracted employees, performers, entertainers and volunteers.
  • Exceptional customer service skills and training; communicates regularly with co-workers, musicians, artists, entertainers, vendors, event staff, graphic designers, photographers, advertisers, marketing professionals, volunteers, business owners and managers, sponsors, elected and appointed officials, the general public and state agencies.
  • Secures vendors and occasionally recruits sponsorships.
  • Assists the marketing team with creating designs and ideas for publishing program advertising and information through social media and other digital advertisements.
  • Regularly handles money from rental fees, concessions and other deposits.
  • Performs other related duties as assigned.

Knowledge Required

  • Knowledge of event planning and logistics.
  • Knowledge of computers and job-related software, including but not limited to various POS systems, event programs and minimal theatre technical production equipment.
  • Skill in coordinating various aspects of large and small-scale events.
  • Skill in preparing reports and communicating information clearly and effectively.
  • Skill in researching complex issues and forming appropriate opinions and recommendations.
  • Skill in managing and prioritizing multiple projects.
  • Skill in soliciting sponsorships and managing vendor expectations.
  • Skill in motivating and coordinating the work of volunteers and staff.
  • Skill in communicating clearly and concisely, orally and in writing.
  • Skill in establishing, nurturing and maintaining effective working relations with department heads, city employees, community organizations, state and regional agencies the general public.

Guidelines

Guidelines include city adopted special event management policies and procedures, health department regulations, city ordinances, city policies and procedures.  These guidelines require judgment, selection and interpretation in application.  Employee will act as the staff liaison with the City Clerk in various permitting required for events.

Complexity/Scope of Work

The work consists of varied event planning and production, public relations and marketing duties.  Multiple demands and time constraints contribute to the complexity of the work.  Successful performance contributes to the promotion of the city’s brand image, events, programs and initiatives. Employee must be able to give and exchange information, motivate persons, negotiate matters, solve problems and provide services.

Physical Demands/Work Environment

The work environment is typically performed intermittently sitting, standing, stooping, bending, crouching or walking.  The employee occasionally lifts light to heavy objects, climbs ladders, uses tools or equipment requiring a high degree of dexterity and distinguishes between shades of color and utilizes the sense of smell. The work is typically performed in an office and outdoors, occasionally in hot/cold or inclement weather. Many days a year the work is outside for long periods of time.

Supervisory and Management Responsibility

Responsible for the training and management of a minimum of (1) part-time employee and many volunteers assigned to event management functions and downtown development activities.  During special events, serves as the lead coordinator of volunteers and interns tasked to the event.

Minimum Qualifications

Knowledge and level of competency commonly associated with the completion of a baccalaureate degree in a course of study related to the hospitality, events, public relations, business or related field.

Experience to sufficiently and thoroughly understand the work of all community and special event positions and be able to answer related questions and resolve problems, usually associated with one (1) to three (3) years of experience or service.

Possession of a valid driver’s license issued by the State of Georgia.

Ability to successfully pass a criminal background check and drug screening.


Applications accepted at City Hall, City of Sugar Hill, ATTN: Jane Whittington, City Clerk, 5039 West Broad Street, Sugar Hill, Georgia 30518, or emailed to jwhittington@cityofsugarhill.com. Application forms and background release are available at the link below:

Application for Employment (PDF)

The City of Sugar Hill is a Drug Free Workplace and an Equal Opportunity Employer.

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