Special Events Specialist

Summary of Duties: Assist with coordination, planning, managing, and evaluating special events sponsored by or in conjunction with The Woodlands Township by performing the following duties. 

Essential Duties and Responsibilities: 

• Promote, coordinate, instruct and supervise assigned special events to include evenings, weekends, and holidays. 

• Assist the Special Event Coordinators in developing and implementing department special events and races. 

• Serve as liaison for special event sponsorship requests from external organizations requiring departmental and The Woodlands Township support to the Community Relations Director and Board of Directors.  

• Assist the public in a courteous and helpful manner. 

• Develop monthly division and weekly reservation reports. 

• Research and procure various suppliers and event entertainment vendors (including bands) for special events and races. 

• Facilitate the special events application process in accordance with the Township’s Special Event Policies and Procedures. 

• Assist with development and maintenance of a plan of operations for each special event; i.e. budget, timeline, logistics, and volunteer activities/recruitment, marketing and advertising plans.   

• Assist with development and maintenance of a volunteer management program that oversees recruitment, training, and evaluation. 

• Assist with overseeing, maintaining, and coordinating schedules for internal/external field use, including support for the Special Events Coordinator in managing qualified Athletic organizations. 

• Serve as primary point of contact for the division of external requests, including park/pool reservations. Vendor/Band inquiries and race registration. 

• Maintain communication with all participating parties. 

• Compile cost estimates, submit budget requests, track budget, and prepare reports. 

• Provide project status updates. 

• Will be required to work special events on nights, weekends, or holidays. 

• Performs other duties as assigned. 

Supervisory Responsibilities: Work requires the occasional direction of helpers, assistants, seasonal employees, interns, or temporary employees. 

Work performed by those being supervised is semi-complex. 

Safety-Sensitive: This position is a safety sensitive position and is subject to random drug testing.

Physical Demands:   Set-up and breakdown of all aspects of program are frequently required.

Work Conditions:   While performing the duties of this job, the employee is occasionally exposed to high, precarious places and outside weather conditions. Early mornings, late evenings and weekend hours are expected.  Schedule varies according to assigned event and programs.

Satisfactory: Occasional exposure to unpleasant environmental condition and/or hazards. Occasional outside work and little physical effort is required.  The noise level in the work environment is usually moderate.

Minimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education:  Associate degree (A. A.) or equivalent from two-year College or technical school. Bachelor’s Degree in Parks and Recreation, Travel or Tourism preferred.

Experience:  Two (2) years of related experience and/or training; or equivalent combination of education and experience.

Licenses and Certifications:  Must possess a Texas driver’s license within the first ninety (90) days of employment and meet the driver safety policy requirements.

Computer Skills: Proficiency in MS Office

The Woodlands Township is an Equal Opportunity Employer and values diversity at all levels of its workforce.