Description

The Special Events & Downtown Coordinator is responsible for planning, organizing, and executing City-sponsored special events, supporting community-based activities, and managing initiatives that enhance and revitalize the downtown district. This position serves as a primary liaison to local organizations, businesses, and stakeholders to promote economic vitality and community engagement. In addition, the Coordinator is responsible for researching, writing, and submitting grants to support special events, downtown improvements, and other City projects.  This position will also assist City Manager in high level administrative duties.

Requirements

Special Events Management

• Plan, coordinate, and execute City-sponsored events such as festivals, parades, holiday events, and community celebrations.
• Develop event budgets, timelines, layouts, vendor lists, and logistics plans.
• Secure and coordinate vendors, entertainment, volunteers, and sponsors.
• Coordinate event setup, tear-down, and on-site management to ensure safety and success.
• Promote events through marketing, social media, press releases, and community outreach.
• Ensure events comply with City ordinances, permitting requirements, safety standards, and ADA guidelines.

Downtown Coordination

• Serve as the primary point of contact for downtown businesses and property owners.
• Coordinate downtown improvement projects, beautification efforts, and activation programs.
• Support façade improvement programs, mural projects, and historic or cultural initiatives.
• Develop and execute strategies to increase foot traffic, business engagement, and overall downtown vibrancy.
• Collaborate with community groups, chambers of commerce, and economic development partners.
• Maintain an updated inventory of downtown properties, assets, and business needs.

Grant Writing & Administration

• Research federal, state, and private funding opportunities supporting events, tourism, economic development, community engagement, and downtown revitalization.
• Prepare and submit complete and competitive grant applications.
• Manage grant reporting requirements, compliance, timelines, and documentation.
• Coordinate with City departments to gather data, match requirements, and implement grant-funded projects.
• Track awarded funds and assist with budget administration.

Community Engagement & Communications

• Develop and maintain positive relationships with residents, businesses, civic groups, and event partners.
• Attend community meetings, downtown stakeholder sessions, and City Council meetings as needed.
• Prepare presentations, reports, and updates on events and downtown activities.

Required Qualifications

• Graduation from an accredited college or university with a bachelor’s degree is required; however, a combination of education, training, and relevant experience may be substituted.
• Experience in event planning, downtown development, grant writing, or community relations preferred.
• Strong written and verbal communication skills.
• Ability to manage multiple projects, meet deadlines, and coordinate with various stakeholders.
• Proficiency with Microsoft Office; experience with design, marketing, or social media platforms preferred.
• Ability to work evenings, weekends, and holidays as required for events.

Knowledge, Skills, and Abilities

• Knowledge of event operations, permitting, and public safety considerations.
• Knowledge of downtown development principles and community engagement.
• Skill in grant writing, research, and project management.
• Ability to build strong partnerships and maintain positive public relations.
• Ability to work independently and exercise sound judgment.
• Ability to lift event equipment and work outdoors in varying conditions.
  

Physical Requirements

• Ability to stand, walk, lift, and carry event materials up to 30–40 lbs.
• Ability to work indoors and outdoors during events and site visits.