DDA Event Coordinator / Administrative Assistant

CITY OF ROMULUS

Job Description

JOB TITLE: DDA Event Coordinator / Administrative Assistant

***TO FORMALLY APPLY, PLEASE VISIT WWW.ROMULUSGOV.COM TO COMPLETE AN ELECTRONIC APPLICATION. APPLYING ON really IS NOT CONSIDERED APPLYING***

EXEMPT: No JOB CODE:

SALARY LEVEL: $42,000

DIVISION: Non-union

DEPARTMENT: DDA

LOCATION: Various

BENEFITS: Full-Time with Benefits

DATE: 12/09/2025

***TO FORMALLY APPLY, PLEASE VISIT WWW.ROMULUSGOV.COM TO COMPLETE AN ELECTRONIC APPLICATION. APPLYING ON really IS NOT CONSIDERED APPLYING***

SUMMARY:

The DDA Event Coordinator / Administrative Assistant, under the direction of the DDA Director, is responsible for supporting the planning, coordination, and implementation of activities and programs within the Downtown “R” District and for City-sponsored events as assigned. This position provides comprehensive administrative, clerical, and event-support services to ensure smooth operations of the DDA office and successful execution of community events. The role requires a dynamic, organized, and collaborative individual capable of working both independently and as part of a team in a fast-paced environment. The position routinely supports economic development initiatives, which may involve access to confidential, sensitive, or proprietary information related to business recruitment, redevelopment projects, negotiations, and partnerships. As such, the employee must demonstrate a high degree of professionalism, discretion, and ethical judgment and may be required to execute and comply with non‑disclosure and confidentiality agreements as a condition of employment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Event Coordination Duties

• Assists with the full organization, planning, scheduling, and coordination of DDA events and City-sponsored events and activities.
• Provides on-site logistical support before, during, and after events, ensuring smooth and efficient operations.
• Serves as a positive, professional, and encouraging representative of the DDA to residents, businesses, vendors, and attendees.
• Assists in planning, preparing, and facilitating activities at designated event sites.
• Manages, tracks, and maintains event equipment inventory, ensuring all items are returned, stored, and documented properly.
• Supports vendor coordination, community outreach, and communication efforts related to event promotion.

Administrative Assistant Duties

• Performs a wide range of administrative and clerical functions, including answering phones, scheduling meetings, drafting correspondence, maintaining files, and preparing documents and reports.
• Assists with budget tracking, invoice processing, purchasing requests, and maintaining accurate financial and administrative records for DDA operations.
• Provides office support to the DDA Director and Event Committee, ensuring timely completion of tasks, follow-ups, and project coordination.
• Maintains calendars, event timelines, contact lists, and project documentation to ensure organized and efficient workflow.
• Supports communications by helping prepare agendas, meeting minutes, public notices, and marketing materials related to DDA programs and events.

General Duties

• Completes and submits required weekly timesheets and other administrative forms.
• Participates in daily work assignments and supports operational needs as directed.
• Maintains positive working relationships with the DDA Director, City staff, volunteers, community partners, and event committees.
• Performs other duties as assigned.

The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

SUPERVISORY RESPONSIBILITIES:

None.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• One year of related experience; or an equivalent combination of education and experience is preferred but not required.
• Experience in event planning, event coordination, hospitality, or administrative support roles is highly desirable.

EDUCATION and/or EXPERIENCE:

Education: Proof of current enrollment in High School, or, High School Diploma

Experience: One year of related experience; or equivalent combination of education and experience is preferred but not required.

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of children, parents or employees of organization. Foul and/or offensive language will not be tolerated.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals

REASONING ABILITY:

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to accept and follow directions from their supervisors.

CERTIFICATES, LICENSES, REGISTRATIONS:

Valid Operator’s License – Must be appropriately licensed to operate City-owned vehicle consistent with work assignment.

OTHER SKILLS and ABILITIES:

The ability to multi-task; ability to establish effective relationships with employees, supervisors and the event attendees.

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, stand, walk, talk and hear and engage in activities with participants. The employee is constantly required to use hands and fingers to feel, handle or operate objects, tools or controls; and reach with hands and arms. The employee is occasionally required to balance, stoop, kneel, or crouch.

The employee must regularly lift and/or move up to 15 pounds, and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

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 noise level in the work environment is usually moderately quiet while in the office and moderately loud when in the field.

COMMENTS:

The qualifications listed above are guidelines. Other combinations of education and experience which could provide the necessary knowledge, skills, and abilities to perform the job should be considered.

Prepared in compliance with:

Romulus Policies and Procedures Manual

Americans with Disabilities Act

Equal Employment Opportunity Act

Pay: $42,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Event planning: 1 year (Preferred)

License/Certification:

• Driver's License (Required)

Work Location: In person

Salary : $42,000