Job Overview
Employment Type
Full-time
Compensation
Type:
Salary
Rate:
Range $77,843.00 - $125,327.00
Work Schedule
Day Shifts
Weekend Shifts
Night Shifts
Benefits
Health Insurance
Retirement Plan
Paid Time Off
Professional Development
Life insurance
Disability insurance
Employee assistance program
Job Description
The Town of Vienna, located in Virginia, is seeking a full-time Assistant Event Coordinator to join its Parks and Recreation Department within the Special Events Division. Known for its commitment to enhancing community life through diverse recreational opportunities and cultural programming, the Town of Vienna offers a dynamic and supportive work environment where community engagement and quality service are paramount. The position is permanent and offers an annual salary ranging from $77,843 to $125,327, categorized under Pay Grade 122. This role is pivotal in creating community connections and fostering a vibrant atmosphere through the planning and execution of over 120... Show More
Job Requirements
- Bachelor's degree in hospitality, recreation, events management, marketing, or business with 1-3 years of experience in event planning, development, or hospitality field
- or 3-5 years equivalent work experience
- Must possess a valid state driver's license
- Must be able to obtain CPR and First Aid certifications
- Ability to work some night, weekend, and holiday shifts
- Must submit a resume and cover letter with application
- Successful completion of background check
- Successful completion of drug test
- Ability to lift up to 50 pounds
- Willingness to work outdoors in various weather conditions
Job Qualifications
- Bachelor's degree in hospitality, recreation, events management, marketing, or business
- 1-3 years of experience in event planning, development, or hospitality field
- or 3-5 years equivalent work experience
- Knowledge of event coordination and logistics
- Strong communication and interpersonal skills
- Ability to manage multiple events and priorities
- Experience with budget tracking and data management
- Proficiency in Microsoft Office Suite and event management software such as Munis Financial System and RecTrac
- Valid state driver's license
- Ability to obtain CPR and First Aid certifications
Job Duties
- Assist in planning, implementing, and evaluating more than 120 community events annually such as festivals, concerts, parades, movie nights, and seasonal events
- Responsible for coordinating and leading assigned events including the Vienna Photo Show and Contest, Flashlight Egg Hunt, Summer on the Green Concert Series, Kids on the Green Concert Series, Church Street Stroll, and Donuts with Santa
- Serve as the Town liaison for Town Partnership events such as Viva! Vienna or Oktoberfest
- Coordinate logistics such as site layouts, event timelines, and staff assignments
- Draft emergency plans and apply for required permits with agencies including Fairfax County Health Department & Fire Marshal's Office, Fairfax County Fire and Rescue, and Virginia Alcohol and Beverage Control
- Prepare part-time event staff schedules and assist with hiring and oversight of part-time event staff
- Coordinate with vendors and performers including correspondence, contracts, and obtaining service quotes
- Prepare event training and support materials and lead event specific trainings for staff
- Provide on-site support and supervision of staff and stakeholders at assigned events and in the absence of the Superintendent of Events and Culture, oversee all staff, vendors, and stakeholders during events
- Help with physical setup and teardown of events including tents, tables, chairs, signage, sanitation, and barricades
- Inventory, restock, and store equipment and supplies appropriately
- In the absence of the Superintendent of Events and Culture, act as the Manager on Duty to oversee and assign event management responsibilities
- Work closely with the Recreation Coordinator I - Art and Culture to support events and programs
- Support Events and Culture Division in developing and executing the sponsorship program
- Build and maintain partnerships with stakeholders such as local service organizations, businesses, and community groups to enhance event programming
- Assist in creating and executing marketing plans for Parks and Recreation Department initiatives and events
- Coordinate with the Public Information Office to draft, edit, and distribute social media content, media releases, newsletters, flyers, and other promotional materials
- Update the Town's website with current event information
- Track and report event data including attendance, expenses, and revenues
- Manage and track expenses for all assigned events
- Track and pay assigned invoices and expenditures following division and Town procurement guidelines
- Manage event data entry and reporting using the Munis Financial System, RecTrac, and Microsoft Office Suite
- Prepare and maintain event-related documentation such as vendor contracts, insurance certificates, facility reservation forms, event checklists, and reports
- Conduct post-event evaluations and after-action reports
- Compile reports and lessons learned to inform future events
- Support the Superintendent of Events and Culture in managing event inquiries including phone calls, emails, and customer service in person
- Attend meetings, conferences, and seminars as assigned
- Participate in local and state professional organizations and training sessions
- Maintain positive working relationships with department divisions, staff, volunteers, partners, and community members
- Perform related work as assigned
Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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