City-Wide Events Coordinator

Under the direction of the City Manager’s Office and the Chief of Staff, the Citywide Events Coordinator is responsible for coordinating all aspects of external city-sponsored events, with a focus on downtown activities and major city celebrations. This position ensures events align with the City’s standards for quality, safety, and community engagement while also supporting other departments in their event planning efforts.The ideal candidate will be organized, creative, and collaborative—capable of managing logistics, coordinating vendors, effective communication with all parties, engaging community partners, and contributing to the creation of a sustainable, citywide events framework in partnership with the City Manager’s Office.

• Coordinate planning, logistics, and on-site execution of city-sponsored events, with a primary emphasis on downtown events and citywide celebrations.
• Work collaboratively with departments to ensure all city events meet minimum operational, safety, and quality standards.
• Serve as the key liaison and communication driver with community partners, civic organizations, and associations on city-sponsored event collaborations.
• Assist in developing event programming, including entertainment, activities, VIP experiences, and family-oriented options.
• Manage vendor relations—including solicitation, contracting, scheduling, communication, and payment coordination.
• Develop and manage an event volunteer base and develop volunteer opportunities for various events that are meaningful and worth remembering and replicating.
• Purchase, inventory, and organize event supplies, signage, and materials.
• Assist in coordinating event marketing with the City’s communications staff and external partners, including social media and website updates.
• Support development of policies, procedures, and an annual calendar for city events, working with the City Manager’s Office to build a sustainable operations model.
• Prepare event follow-up reports, gather feedback, and make recommendations for future improvements.
• Participate in establishing annual budgets for city events and assist with cost recovery or sponsorship opportunities.
• Provide exceptional customer service at all city events and ensure events are enjoyable, inclusive, and safe for attendees.
  
  

Work Schedule: This position requires flexible availability, especially Thursdays through Saturdays from mid-November through early January, as well as periodic evening and weekend hours for major city events throughout the year.Work Environment: Work is performed in both office and outdoor settings, often requiring flexible hours and physical effort during event installations or removals.Education and Experience:

• Five or more years of progressively responsible experience in event planning, community programs, or municipal operations preferred.
• Equivalent combinations of education and experience may be considered.
  
  

Knowledge, Skills, and Abilities:

• Knowledge of event planning principles, community outreach, and vendor management. Knowledge of these in a municipal setting preferred.
• Ability to coordinate multiple projects under deadlines and adapt quickly to changing needs.
• Excellent communication skills and the ability to work well with diverse stakeholders.
• Strong organizational skills with keen attention to detail.
• Ability and willingness to assist with the physical setup and breakdown of event equipment and materials.
• Familiarity with social media content planning and event marketing.
  
  

Licenses and Special Requirements:

• Valid Texas Class C Driver’s License required.
• Successful completion of a background check, motor vehicle record review, and drug/alcohol screening required.
• Must be able to lift or move up to 25–50 lbs. during event setup and teardown.
• Must be willing to work outdoors in variable weather conditions.