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Assistant Event Coordinator

For City of Burlington

The primary function of this position is to coordinate and manage internal and external special events within Burlington City Arts (BCA).  This position performs professional work in the administration and evaluation of a wide range of internal and partner special events.

 

Essential Job Functions

 

  • Coordinate and Assist with special events, festivals, concerts and related activities. 
  • Schedule BCA and rental events on the BCA Calendar and in coordination with other BCA staff.
  • Work with the Festival and Event Director to ensure event calendars meet our mission criteria and staffing/infrastructure abilities.
  • Reconcile event related revenues and expenses.
  • Maintain financial records, and invoice over due accounts.
  • Manage required insurance documents for events including but not limited to liquor liability and general liability policies for event bookings.
  • Field rental client inquiries, book space and develop agreements for use including fees charged, subsidized use, and BCA promotions. Meet with clients for venue walk-throughs.
  • Manage the use of the BCA Center event spaces and City Hall's Contois Auditorium.
  • Work with city staff, BCA staff, and vendors to set up and maintain event facilities for all events.
  • As needed, schedule temporary Event Coordinators to staff both BCA and third party events and rentals.
  • Oversee the set-up of furniture, audio and video equipment for events, meetings, films, concerts and other special events. Manage catering and other vendors while they are on site.
  • Coordinate with Parks, Recreation, and Waterfront Department Staff for event staffing and services.
  • Manage after-hours facility access, including use of electronic programming for doors.
  • Develop and enhance a working relationships with outside organizations, non-profits, service clubs, businesses and event sponsors.  
  • Monitor inventory of supplies, equipment and instructional materials for proper event management.
  • Prepare and submit reports to Festival and Event Director, Assistant Director and Director as required.
  • Participate in the development of goals and objectives for BCA events; make recommendations to Festival and Event Manager.
  • Participate as an active member of the event or operations staff for all large-scale BCA-produced festivals and events as needed, including on holidays.
Sep 05, 2019
9/17/2019 11:59 PM Eastern
Associate's degree and two (2) years of experience in special event planning and management or related field. Experience in not for profit or municipal event planning preferred. Bachelor's Degree Preferred. Additional experience may be substituted for a degree requirement on a two-for-one per year basis. Knowledge of principles and practices of event programming and program administration. Proficiency in the use of social media for promotion as well as web content management systems. Working Knowledge of promotion and marketing concepts. Highly developed organizational skills required to manage simultaneous event executions. Ability to recruit and coordinate event sponsors, vendors, and volunteers. Ability to work independently and set own tasks. Ability to communicate effectively orally and in writing and knowledge of contractual writing. Ability to develop and adapt a schedule of events to meet the needs of a diverse population. Knowledge of budgetary procedures preferred. Must be able to operate standardized office equipment. Ability to establish and maintain effective working relationships with City staff and the general public. Ability to maintain a valid driver's license. Ability to work in all weather conditions. Ability to work evenings weekends and holidays. Ability to coordinate the planning scheduling, implementation, promotion and staging of special events concerts and festivals. Ability to actively support City diversity, equity, and cultural competency efforts within stated job responsibilities and work effectively across diverse cultures and constituencies. Demonstrated commitment to diversity, equity and inclusion as evidenced by ongoing trainings and professional development. Regular attendance is necessary and is essential to meeting the expectations of the job functions. Ability to understand and comply with City standards, safety rules and personnel policies.
Associate's degree
Burlington, VT
Limited Service Part Time Non Exempt
$21.37 - $23.80 Hourly
The City of Burlington will not tolerate unlawful harassment or discrimination on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sex, sexual orientation, gender identity, marital status, veter