Events & Communications Coordinator

Overview

Starting Salary: $54,000
Status: Full-Time
Department: Recreation, Arts & Culture Department

Nature of Work

The purpose of this position is to support and assist the Recreation, Arts & Culture Department with the development, coordination, and execution of special events and the Village’s communications and marketing strategy. Under the general direction of the Director of Communications & Public Engagement, the Events & Communications Coordinator will provide planning, creative, and operational support to curate unique and elegant moments and experiences for our residents and visitors. Work involves, but is not limited to researching, planning, designing, developing, and promoting various special events that meet the Bal Harbour Experience. This includes creating and executing contracts, securing vendors and talent, managing ticket sales, maintaining budgets, and working on communications strategies to market Village information, events, and programs. This position will require exceptional organizational and communication skills, innovative ideas, and creative and strategic thinking.

Illustrative Examples of Essential Duties

• Assists in overseeing all logistics related to special events, tours, and activations including negotiating agreements with and supervising the performance of vendors and entertainment, creating event timelines, coordinating and supervising staff and volunteers, managing budget expenditures, and ensuring event delivery meets the Bal Harbour Experience.
• Assists with coordinating and arranging appropriate facilities, labor, equipment, and materials in the setup and breakdown of event logistics.
• Seeks out and coordinates sponsorships for special events by soliciting vendor and corporate underwriting and in-kind donations.
• Negotiates agreements with vendors and entertainers and ensures all components of agreements are fulfilled as required.
• Assists with designing and creating marketing materials, press releases, and communications for events, activities, services, and news relating to the Village.
• Promotes and markets events to Bal Harbour residents, visitors, and the media.
• Supervises event staff, including volunteers, village personnel, and contracted employees/vendors. Helps to ensure roles and responsibilities are clearly communicated and understood, as well as ensuring accountability for meeting goals and objectives. Acts as onsite manager for events as needed, as well as for smaller-scale events.

Knowledge, Skills and Abilities

• Knowledge of effective planning, scheduling, operating, and event management techniques, and procedures. Ability to be creative and innovative with planned events.
• Knowledge of local, corporate, social, and philanthropic community event planning, including excellent project management and event planning logistics knowledge.
• Knowledge of applicable Village, county, and state rules, regulations, procedures, and functions regarding all aspects of event management.
• Ability to plan, schedule, and produce work with minimal supervision, establishing priorities and meeting deadlines. Ability to work under pressure with tight deadlines, sometimes autonomously.
• Knowledge of communications and marketing principles and practices, and the techniques of researching, composing, and editing publicity and marketing material.
• Knowledge of effective public information dissemination principles and techniques.
• Ability to maintain awareness of current events that may impact the implementation of village policies and public information programs.
• Understanding of the professional use of social media platforms. Knowledge of social media best practices and platforms, such as Facebook, Instagram, X, YouTube, and LinkedIn, and social media management tools such as Sprout Social.
• Knowledge of email marketing tools, such as Constant Contact and Mailchimp.
• Knowledge of web content management systems, such as WordPress.
• Knowledge of graphic design for the creation of flyers, signs, and digital media graphics.
• Excellent time management skills with a focus on achieving immediate results.
• Ability to manage and prioritize multiple projects and related resources.
• Ability to effectively demonstrate excellent organizational, oral, and written communication skills, including the ability to follow complex oral and written instructions.
• Ability to lead others and foster a team environment committed to the success of related events.
• Ability to establish and maintain effective working relationships with employees, co-workers/team members, elected officials, local media, community members, and the general public.
• Strong computer skills, including Microsoft Office suite including Microsoft Excel, Microsoft Word, and Microsoft PowerPoint and an introductory understanding of design software such as Adobe Illustrator and InDesign.

Knowledge, Skills and Abilities (Preferred But Not Required)

• Knowledge of website guidelines including WCAG 2.0 requirements and industry standards, and communication industry best practices, as well as the ability to perform the basic functions of website content management systems. Ability to make publications, documents, forms, images, videos, and other forms of media accessible to all in compliance with Section 508 of the Rehabilitation Act.
• Photography and videography skills.
• Understanding of information design and information architecture, including layout and design.
• Knowledge of the Adobe Creative Suite including Illustrator, Photoshop, Acrobat, InDesign, and Premiere Pro.

Education and Experience

• Bachelor’s degree in event management, hospitality & tourism management, public relations, marketing, or a related field preferred.
• Minimum of (2) years of previous related experience in special event management, communications, marketing, or public relations preferably with a government agency or non-profit organization. This may include internships.
• Ability to fluently read, write, and communicate in English is required; Spanish as a second language is preferred.

Licenses, Certifications and Registrations

• Valid Florida Driver’s License required
• Must obtain First Aid and CPR/AED basic training certification within 90 days of hire.
• Must obtain OSHA 10-hour General Industry certification within six months of hire

Essential Physical Skills

The essential job functions of this position will require the employee to perform the following physical activities. Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis:

• Continuous sitting, walking, moving, climbing, carrying, bending, kneeling, reaching, handling, and standing.
• Frequently required to walk, see, hear and talk with the public and read presented documents.
• On occasion required to climb or balance, stoop, kneel, crouch, taste, or smell; intermittently twist and reach; lift or carry weight of 10 pounds and on occasion weight of up to 30 pounds.
• Specific vision required includes close vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
• Use of hands and fingers with required dexterity to operate various equipment such as office machines, computers, audiovisual equipment, radios, golf carts, and village vehicles.

Environmental Conditions

• Must maintain a flexible schedule, working some evenings, nights, weekends, and holidays.
• Must be able to work indoors and outdoors in various weather conditions.
• Employee will be required to set up and break down events, interact with the public, work across departments, and communicate effectively with all parties involved in the event planning process.

Supervision Received and Exercised

• Employee works under the direct supervision of the Director of Communications & Public Engagement and the general direction of the Recreation, Arts & Culture Department Director.
• General Supervision and specific assignments are received from and reviewed by the Director of Communications & Public Engagement and the Recreation, Arts & Culture Department Director.
• Work is reviewed for alignment to the Bal Harbour Experience and in compliance with generally accepted operational practices, established departmental policies and standards, and through conversation, observation, analysis of reports, recommendations, and results achieved.
• Employees acts as the onsite manager for events and in the absence of the Director of Communications & Public Engagement.
• The Events and Communications Coordinator exercises supervisory responsibilities as directed by the Director of Communications & Public Engagement.
• Employee must be able to work independently, exercise discretion, sound judgment, and initiative.
• Employee will be required to supervise vendors, contractors, and support/volunteer staff.

Applications

• To apply, send your resume attached via email to: employment@balharbourfl.gov
• Applicants must provide samples of previous work demonstrating the necessary skill sets and knowledge for this position. Samples must include at least one writing sample. Examples may include relevant coursework.