About Job

Description

JOB SUMMARY

The Event Coordinator is a key role responsible for planning, organizing, and executing various events on behalf of the City of Lawrenceville. Based at the Lawrenceville Arts Center, this position focuses on organizing and executing city-led, venue-sponsored events while also providing support with rental management as needed to ensure seamless coordination and excellent service delivery. The Event Coordinator plays a crucial part in enhancing community engagement, fostering a positive image of the city, and promoting its cultural, social, and recreational activities. They work closely with various departments, stakeholders, vendors, and community organizations to ensure the successful execution of diverse events throughout the year.

Examples of Duties

MAJOR DUTIES

Plans, coordinates, and executes city events, overseeing all aspects of event execution, including managing event staff, volunteers, and vendors to ensure smooth operations.
Organizes and implements city-led events hosted at the Lawrenceville Arts Center, ensuring alignment with the city's cultural and community goals.
Provides support with rental management, assisting with event logistics, and ensuring excellent service delivery for venue-sponsored activities.
Coordinates event preparations with city officials, the police department, city departments, businesses, sponsors, and community partners.
Develops and maintains strong working relationships with business owners, community members, local school administration, nonprofit organizations, and internal city department staff to support local community events.
Supports the development and execution of creative marketing strategies to promote events and reach target audiences effectively.
Assists in securing sponsorships and partnerships to enhance events through creative community engagement initiatives.
Manages vendor coordination, securing necessary equipment and supplies for city events.
Recruits and select entertainment, vendors, and volunteers.
Processes vendor invoices and applications.
Develops event budgets, tracks expenses, and ensures cost-effectiveness.
Collects quotes, proposals, and service agreements for various event needs.
Executes the purchase of goods or services approved by management.
Maintains accurate records of event details, expenses, attendance figures, and other relevant data.
Proposes and develops new, engaging events to enhance the city’s event calendar.
Collaborates to create an annual event calendar, ensuring strategic event spacing and interdepartmental staffing alignment.
Provides guidance to other departments on community outreach initiatives to support their events.
Attends local and regional training and networking opportunities.
Performs related duties as assigned.

Typical Qualifications

KNOWLEDGE REQUIRED BY THE POSITION

Knowledge of public event management principles.

Knowledge of marketing principles and practices.

Knowledge of city procurement policies and procedures.

Knowledge of budget management principles.

Knowledge of health and safety procedures.

Knowledge of city ordinances.

Skill in problem solving.

Skill in prioritizing and planning.

Skill in interpersonal relations.

Skill in oral and written communication.

Supplemental Information

SUPERVISORY CONTROLS

The Complex General Manager assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include city and department policies and procedures. These guidelines require judgment, selection, and interpretation in application.

COMPLEXITY/SCOPE OF WORK

The work consists of varied events management duties. The necessity of coordinating work with a variety of stakeholders contributes to the complexity of the position.
The work consists of a need for the ability to identify and respond to opportunities for community relationships, business engagement, and special sponsorships.
The work consists of a need for the hired staff to be trained in CPR and Stop the Bleed.
The position comes with a responsibility to ensure the safety of all staff and community members who attend the event in the absence or until the arrival of first responders
The purpose of this position is to coordinate special city events. Successful performance contributes to the economic development of the city.

CONTACTS

Contacts are typically with coworkers, elected and appointed officials, vendors, entertainers, volunteers, and members of the general public.

Contacts are typically to exchange information, motivate persons, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

The work is typically performed in an office and outdoors, occasionally in cold or inclement weather.
This position requires work on weekends and late nights.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position will at times coordinate volunteers and interns onsite during events.
This position will manage and act as the supervisor onsite for events and the staff working the event.
This position will serve as the main point of contact for onsite event needs and emergencies.

MINIMUM QUALIFICATIONS

Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education. Associates or Bachelor Preferred.

Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years’ experience or service. Three to five years preferred.

Possession of or ability to readily obtain a valid driver’s license issued by the State of Georgia for the type of vehicle or equipment operated.

The City of Lawrenceville offers a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, health savings accounts, life insurance, long-term disability, short-term disability, holidays, and personal time off.

Health

Health insurance benefits become active on the 31st day of employment. Health benefits include major medical, dental, and vision. There are three options.
PPO – Options A & B with HRA (HRA is City funded through wellness program initiatives).
HDP with HSA (HSA is City funded through wellness initiatives and also voluntarily employee funded).

Retirement

Retirement plans are Defined Contribution (401a), and Deferred Compensation (457b).
- The 401a (City makes a 4% contribution beginning on first pay period after hire date)
- 457b (Employee contributions only)
If an employee contributes at least 4% into the 457b, which is voluntary, the City will make an additional 6% contribution into the 401a, totaling 10% into the employee’s 401a.
Each contribution is a percentage of the employee’s earnings for that pay period.
There is a graduated vesting schedule into the 401a plan.
- One year - 20%
- Two years – 40%
- Three years – 60%
- Four years – 80%
- Five years – 100%

Protection

There is City paid short-term disability, long-term disability, accidental death & dismemberment (AD&D) and life insurance that pays two times the employee’s annual salary. Employees can opt into supplemental life insurance for self, spouse and children and pay the premium.

Personal Time Off
The City observes twelve (12) paid holidays per year:

New Year's Day
MLK Day
Good Friday
Memorial Day
Independence Day
Juneteenth
Labor Day
Veterans Day
Thanksgiving Day
Friday after Thanksgiving
Christmas Eve
Christmas Day
Employees earn PTO in lieu of individual vacation and sick leave; PTO is earned as follows:
- First year of service – 3.692 hours per pay period (Department Directors accrue PTO hours at a rate of 5.538 from first day and moving forward until after ten years of service).
- 1-5 years of service – 5.538 hours per pay period
- 5-10 years of service – 7.384 hours per pay period
- 10-15 years of service – 9.230 hours per pay period
- Over 15 years of service – 11.076 hours per pay period
Salaried employees are given 40 hours of Comp Vacation on January 1st of each year, that must be used by December 31st of that same year.

Pay Interval

Employees are paid on a bi-weekly basis; pay periods begin on Sunday and payday is every other Thursday. There is a mandatory direct deposit requirement.

Tuition Reimbursement

Tuition Reimbursement towards associate’s, bachelor’s or master’s degrees, available to all full-time employees after one year of employment. (exclusions apply)

To learn more details, visit our benefits page. www.lawrencevillebenefits.com