Downtown Event Coordinator – Department of City Manager Hiring

Overview

Position Title: Downtown Event Coordinator

Company: City Of Albany

Location: Albany, GA

Job Description:

The purpose of this classification is to perform special event coordination, project management, and marketing. This position is responsible for contributing to various aspects of the City’s downtown special event and project development efforts. The incumbent will be responsible for event coordination and project oversight and will identify, develop, define, negotiate, and plan events and oversee applicable project development. Will also be responsible for building a networking relationship with local merchants and downtown business owners while expanding relationships with community partners to highlight the downtown and create a sense of place. The Downtown Event Coordinator will also be responsible for the development and marketing initiatives that employ business and operational strategies for the downtown.

Responsibilities:

• Prepares press releases for approval; coordinates with promoters and interested organizations; assists promoters with media advertising and makes recommendations regarding promotional concepts and advertising budget.
• Prepares and sends timely communications such as save-the-date notices and invitations and works with the City’s Public Information Officer (PIO) department, media, and marketing vendors to develop advertising materials and marketing plans for downtown events.
• Maintains knowledge about the four-point Main Street approach to downtown revitalization.
• Works closely with staff on communications that model and promote the mission, vision, and values of Downtown Albany. This position reports directly to the Downtown Manager.
• Develops and manages event organization structure and procedures, motivation of volunteers, income and expenditures, community relations, service, and promotion.
• Organizes speakers; recruitment, talking points, bios, event information, profile pictures, uploading presentations, etc.
• Develops monthly and annual report of activities, successes, and future goals and initiatives.
• Develops materials and works with Public Information Officer (PIO) staff to develop messaging, branding, and marketing materials, to include collateral, electronic, and social media promotions related to events.
• Exhibits a positive and energetic source for long-term revitalization of Downtown Albany and supports the downtown program throughout the community by promoting excellence in good business practices.
• Identifies or proposes potential business deals by contacting potential partners; discovers and explores opportunities.
• Participates in the overall engagement of the maintenance and beautification strategies of the downtown by supporting applicable operational practices and building a close networking relationships with the City’s facilities department, public works, and other applicable partners or volunteers.
• Administers events and activities in accordance with the policies, strategies, and mission of the Downtown and City. Creates opportunities to improve the event management experience and process.
• Develops, plans, implements, and oversees designated downtown events, programs, and organizational gatherings. The Downtown Event Coordinator works closely with community partners such as the Convention & Visitor’s Bureau; The venue management company; Albany State; Albany Technical College; the business community and other City and County departments. The incumbent will also be responsible for volunteer chairs and committee members to ensure that all events are delivered on time, within budget, and at the desired level of quality. This individual cultivates positive long-term relationships with all event stakeholders, especially committee members and sponsors, and seeks to improve event execution and revenues consistently.
  Strategizes, develops and executes, creates and shares a robust, strategy-driven master downtown events calendar on the website and social media outlets.
• Develops a strong media presence and enhances the downtown’s web page and visibility with such social media sites as Facebook, Twitter, Instagram, Linked In, and others.
• Processes a variety of documentation associated with downtown operations per established procedures and within designated timeframes; distributes documentation or maintains records.
• Assists with business retention, expansion, and recruitment, including providing information, expertise, and appropriate referrals to business owners, marketing Downtown Albany to outside businesses, working with developers and building owners to enhance the quality of retail and commercial space.
• Generates reports, engage in general administrative work on an as needed basis.
• Assists with negotiation and review of event contracts and agreements.
• Assists in communications and outreach with Downtown Albany businesses to ensure appropriate information is disseminated to all constituents.
• Develops and manages events, programs, and projects that meet the objectives of the City of Albany’s Downtown Department. The Downtown Event Coordinator is an advocate for the downtown and provides information to business owners, property owners, city officials and staff, and other interested persons.
  Maintains continuity and consistency with the downtown’s branding and reputation by standardizing event operational procedures.
• Produces detailed proposals for events (e.g., timelines, venues, suppliers, legal obligations, staffing, and budgets). Develops and manages event budgets; creates procedures for all major processes.
• Provides support to other community organizations events to help ensure their success, when requested by the organization.
• Attends all events and acts as the key contact to ensure success.

Requirements:

• Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.