City-Wide Events Coordinator - 5212570-0

The City Manager's Office, renowned for its commitment to enhancing community engagement and public service, is actively seeking a dedicated Citywide Events Coordinator. This esteemed municipal department plays a pivotal role in managing and fostering initiatives that elevate the quality of life for residents by organizing impactful city-sponsored events. With a strong focus on inclusivity, safety, and cultural vibrancy, the office strives to create memorable experiences that highlight the unique spirit of the city while ensuring every activity aligns with established quality and operational standards. Emphasizing transparency and collaboration, the City Manager's Office works closely with various municipal departments, community partners, and civic organizations to orchestrate successful events that bring people together and celebrate local heritage.

The Citywide Events Coordinator position is a critical role within this framework, responsible for coordinating all aspects of external city-sponsored events, especially those centered in the downtown area and large city celebrations. Under the guidance of the City Manager's Office and the Chief of Staff, this role requires an individual who is not only organized and detail-oriented but also creative and deeply collaborative. The ideal candidate will effectively manage logistics, coordinate vendors, maintain communication with all stakeholders, and engage community partners to promote a cohesive and sustainable citywide events program. This position offers an exciting opportunity for professionals passionate about event planning and community involvement to make a significant impact on the city's cultural landscape.

In this role, the Citywide Events Coordinator will oversee the planning, logistics, and on-site execution of major city-sponsored events, ensuring each event meets stringent safety, quality, and operational standards set forth by the city. The coordinator plays a vital role in forging partnerships with civic organizations and local associations, enabling broad community engagement and enhancing the reach of city events. Moreover, the position involves managing vendor relations comprehensively, from solicitation and contracting to scheduling and payment, to ensure seamless event operations.

The role extends beyond logistical coordination to include the development of event programming that offers diverse entertainment and family-friendly activities, creating vibrant and inclusive experiences for attendees. Additionally, the coordinator will build and lead an event volunteer base, cultivating opportunities that are meaningful and replicable for future events. This individual will also be tasked with procuring, inventorying, and organizing event supplies, signage, and related materials, ensuring preparedness and consistency across events.

Another key responsibility encompasses collaborative efforts with the City's communications staff and external partners to assist in marketing these events through social media, website updates, and other platforms, enhancing visibility and community participation. The Citywide Events Coordinator will also contribute to establishing policies, procedures, and an annual event calendar, promoting a sustainable operational model for city events. Data-driven improvements will be supported through the preparation of follow-up reports, feedback collection, and recommendations for future measures.

Financial oversight responsibilities include participating in the development of annual budgets, supporting cost recovery, and identifying sponsorship opportunities, underscoring the role’s strategic dimension. Flexibility is crucial, as the job requires availability during peak event seasons, including evenings and weekends, particularly from mid-November through early January, with additional demands throughout the year. The position entails both office-based and outdoor work environments, demanding physical effort during event installations and removals.

Educationally and experientially, candidates with five or more years of progressively responsible experience in event planning, community programs, or municipal operations are preferred. Equivalent combinations of education and experience will also be considered. Knowledge of event planning principles, community outreach, vendor management, and familiarity with a municipal context are essential. Strong organizational and communication skills, the ability to multitask under deadlines, adaptability, and a proactive approach to physical setup duties are imperative for success in this role. A valid Texas Class C Driver’s License, background checks, and physical capability to lift 25-50 lbs are also prerequisites, emphasizing the role’s hands-on nature and commitment to public service excellence.