Events Planner

JOB SUMMARY

Under the general direction of the Events Manager and in partnership with the Explore Brookhaven events team, the employee will provide pre-event, on-site, and post-event leadership for special events put on by the City of Brookhaven. This position requires a very detail-oriented, organized self-starter whose role is instrumental in supporting a busy special events program. In addition, the incumbent will exercise reasonable initiative and independent judgment in communicating extensively with event organizers and City Departments to ensure compliance with rules and regulations and the Special Events planning process.

ESSENTIAL JOB FUNCTIONS:

This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job.

• Works directly with the Events Manager in the planning and preparation of all City of Brookhaven sponsored events
• Assist in recruiting and training employees, volunteers, and participants assigned to COB events
• Prioritize job tasks and develop timelines and complete them within specified timeframes meeting strict deadlines
• Create work schedules for events, detail specific job duties, and schedule staff
• Work collaboratively with various stakeholders to oversee special events to include set-up and takedown at facilities and areas for special events
• Work in collaboration with others to secure needed permits, licensing, and signage
• Ensure safety standards are reviewed and implemented to minimize exposure of injury and damage to persons or property
• Under the direction of the Events Manager, may serve as the point of contact for assigned events, manage festival contracts, vendors, stakeholders, and entertainment needs
• Maintain accurate records and documents and is responsible for their retention to include updating systems, and performing various clerical and administrative tasks
• Responsible for preparing reports and disseminating information, conducting debriefings, and giving presentations for internal and external participants
• Coordinates with Parks and Recreation staff and other City staff on Special Event Permits and Rentals in parks
• Enforce City policies and procedures for events and rules for staff, instructors, volunteers, and contracted facility renters as well as enforcement of all safety procedures
• The position requires frequent travel to different venues, COB locations, as well as merchants for the purpose of purchasing or picking up items
• May be assigned registration and sign-up tasks for participants, concert goers, vendors, and patrons based on the type of event and location
• Stay up to date with industry trends and identify best practices in the profession regarding special events
• Create new, innovative events for the City and evaluate new and existing events
• Network with other individuals and groups to identify best practices and develop new relationships
• Make recommendations and assist in the preparation of the department budget
• In coordination with Explore Brookhaven, will perform administrative duties to schedule City hosted events and meetings at the City Centre, will provide scheduled tours of City Centre to interested patrons, and may be present for City hosted events scheduled at City Centre
• Perform other related duties as required or assigned

MINIMUM REQUIREMENTS TO PERFORM WORK:

Bachelor’s degree from an accredited college or university in Communication or closely related field and three (3) years of progressively responsible related experience and/or training; or an equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. Having a valid CPR/AED Red Cross certificate is preferred. Bi-lingual speaking and event planning certification a plus.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Considerable knowledge of effective planning, scheduling, and event management techniques, and procedures; effective public information dissemination
• Ability to communicate orally and in writing with other staff members and/or supervisors and have working knowledge of appropriate technology to best serve the public and manage events
• Strong attention to detail, organizational skills, creative thinking, and a passion for events, and creating a high-quality guest experience
• Proficient knowledge of the Microsoft Office Suite program
• Ability to understand, follow and complete oral and/or written directions
• Ability to multi-task assignments with concurrent deadlines and varying degrees of complexity
• Ability to maintain accurate records and prepare reports; explain rules, procedures, processes clearly and concisely
• Able to coordinate the technical needs of events, including administering contracts, purchasing materials, obtaining permits, arranging security, and parking, and soliciting vendors and sponsors
• Ability to follow and maintain a budget
• Ability to communicate and establish rapport, understanding, and confidence with participants and the public; exercise independent judgment in the application of event rules and procedures; plan, promote, organize, and coordinate events; and be a team player in the organization
• Possess strong verbal, written, and interpersonal communication skills and the ability to present in front of a group
• Skill in event site layout to promote good participant circulation and safety needs
• Skill in dealing with members of the public, a variety of contract personnel, and providing leadership internally to other team members

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is frequently required to sit; talk and hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms
• The employee is routinely required to walk, climb, balance, stoop, kneel and crouch
• The employee must routinely lift and/or move up to 50 pounds
• Specific vision abilities required by this job include close vision and the ability to adjust focus
• While performing the duties of this job, the employee regularly works in an office and outdoors. The employee will be exposed to all types of weather and will work around light and heavy equipment.

ENTERPRISE CULTURE:

• In support of our vision, our organizational culture works to maintain a safe and beautiful community and promote sustainable projects and activities. This is done by attracting and retaining a talented and diverse group of individuals who encompass our shared values through exceptional teamwork and collaboration, innovative thinking, a commitment to professional development, and community stewardship. What makes us unique is our harmonious work environment, forward-thinking, innovative, and non-restrictive approach toward successful service deliverables and outcomes. In turn, we offer a competitive and exceptional benefits package, flexible work hours, remote work opportunities, modern office design, green space, a brand-new public safety building, Permits, Engineering & Planning (PEP) building, and a new state-of-the-art City Centre.

MORAL CHARACTER:

• The employee must possess and continue to maintain throughout the role a commitment to the essential moral values that build character and instill positive and healthy interactions with others (Respect, honesty, compassion, education, not harming others, hard work, kindness, responsibility, courage, and gratitude). In addition to, the (5) five principles of autonomy, justice, beneficence, nonmaleficence, and fidelity.

WORK ENVIRONMENT:     

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee regularly works in an office environment
• The employee performs some duties outdoors (inclement weather, heat/cold/wind may exist) while conducting official business
• May be required to attend evening and weekend meetings and events, on or off-site