Full-Time Event Manager
Job Description
Nature of Work
Plan, develop, manage and coordinate functions, events and activities involving the City of Las Cruces and Visit Las Cruces produced and/or sponsored events and support Visit Las Cruces sales and services initiatives in accordance with the organization’s mission and strategic efforts.
Environmental Factors:
Work is performed in standard office environments at various locations and facilities and outdoors, where occasional hazards may exist, including exposure to electrical hazards, uneven ground surfaces, and varied weather and traffic conditions.
Physical Factors:
Moderate physical demands; mostly desk work requiring the ability to lift and carry up to forty (40) pounds and frequent use of a personal computer.
Work Situation Factors:
Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.
Meeting or exceeding the minimum qualifications does not guarantee an invitation to participate in the process.
FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS.
Full-time, regular, exempt position
This position is graded at RX15
Duties and Responsibilities
• Manages all large-scale events to facilitate, coordinate, and support the appropriate allocation of resources; develops and implements project and event plans to secure applicable permits, facilities, equipment, services, entertainment, sponsorships, and related contracts.
• Drafts contracts and agreements to facilitates execution with clients, other agencies, organizations, and staff; negotiates agreements and contracts within the scope of delegated authority to secure events, programs, activities, materials, and/or services.
• Manages assigned events and projects, serves as the main point of contact, provides timely and accurate communications, and develops and maintains consistent and streamlined processes to meet established objectives and assure compliance with applicable laws, policies, regulations, and procedures.
• Develops communications and promotional materials utilizing a variety of media to publicize programs and events; manages and develops content for social media to update various website and social media platforms.
• Prepares, reviews, and edits communications such as press releases, newsletters, and marketing and advertising material to meet deadlines and provide accurate, clear, and concise information.
• Manages expenditures and monitors costs to comply with established budgets; oversees procurement activities for supplies, services, and equipment to comply with applicable policies and procedures; prepares and presents various special and recurring reports to provide timely and accurate information on programs, facilities, and events.
• Represents the City at various meetings and with regional organizations, community groups, and other agencies to promote events and ensure accurate and consistent communication of information; facilitates collaboration with other organizations and agencies to develop partnerships for various initiatives and accomplish strategic goals.
• Liaison for convention and event planners, and other service providers, to assist and support the planning and creation of successful programs and events; coordinates convention, tourism, sports, film and media events, tours, and site inspections for potential and future clients to assess needs and requirements, make appropriate recommendations, and resolve issues or areas of concern to facilitate repeat business.
• Plans, distributes, and communicates event information and schedules to facilitate patron relations and provide leadership in the promotion, marketing, and planning of events and fundraising efforts.
• Reviews, maintains, creates, and updates records, forms, and reports and processes transactions in various automated systems, formats, and software to ensure data integrity, compliance, and adherence to internal controls, policies, and practices; evaluates and analyzes issues to recommend and implement solutions.
• Meets regularly with staff to review work in progress, discuss and resolve administrative, workload, and technical issues, and to prioritize and assign tasks and projects; evaluates and analyzes functions, resources, processes, and procedures to identify issues and recommend changes for improvement; interprets applicable rules and regulations within scope of authority to provide leadership and guidance in developing, implementing, and administering policies and procedures.
• Manages staff through proper delegation and work supervision to provide appropriate levels of service and resources; coordinates and manages various special and recurring projects, monitors work, evaluates performance, trains, counsels, coaches, and instructs employees in order to meet established goals and objectives; ensures adherence to established policies and procedures to remain in compliance with local, state, and federal regulations.
• Collects and analyzes data to prepare and present various special and recurring reports to provide accurate and timely information related to assigned functions and duties; develops and presents information in clear and easily used formats; maintains regulatory compliance by keeping current on industry trends, regulations, and issues; identifies areas of concern for management for review and potential action.
• Manages and monitors financial activities of assigned budgets to ensure compliance and meet performance targets and goals; oversees procurement activities for supplies, services, equipment, and other items to assure activities comply with established policies and processes.
• Responds to and resolves various complaints, issues, inquiries, and problems as authorized and in accordance with established policies and procedures.
Minimum Qualifications
Bachelor’s degree in Public Relations, Marketing, Communications, HRTM (Hotel, Restaurant and Tourism Management), Business or Public Administration, or related field AND three (3) years of experience in hospitality, tourism, sales support or event management industries performing event management functions. A combination of education, experience, and training may be applied in accordance with the City of Las Cruces policy.
Licenses/Certifications:
Valid driver’s license is required. Position requires an acceptable driving record in accordance with City of Las Cruces policies.
Knowledge, Skills, and Abilities
Considerable Knowledge of: principles, practices, techniques, activities, rules, and regulations related to the operations and functions of the position and services provided; principles and practices of effective customer service, event and project management, and problem resolution techniques; occupational and environmental safety and health hazards, and safety practices; principles and practices of administrative management, program budgeting and financial management; principles of record keeping and records management; safe and effective use and maintenance of related tools and equipment; current methods and standards for preparing effective correspondence and writing and editing techniques; correct English usage, grammar, composition, spelling, punctuation and vocabulary; business and personal computers, social media, and related software applications; modern office practices and procedures; mathematical aptitude; City organization, operations, policies and procedures to effectively perform the required functions and duties of the position.
Ability to: perform a variety of duties and responsibilities timely and with accuracy to meet deadlines and to ensure achievement of goals and objectives; ensure appropriate levels of customer service to meet expectations and achieve objectives; read, understand, interpret, and ensure compliance with a variety of policies, procedures, rules, and regulations governing related activities, programs, and functions; effectively and safely operate associated equipment and motor vehicles; navigate across even and uneven surfaces; perform technical reading and writing; communicate effectively orally and in writing and use interpersonal skills to sufficiently exchange or convey information and receive work direction; review documents and extract relevant information; research and compile applicable information and maintain accurate records; adhere to and reconcile established budgets; prepare and present accurate and reliable reports containing findings and recommendations; establish and maintain effective and appropriate working relationships with employees, other agencies, and the public; use initiative and independent judgment within delegated authority and established procedural guidelines to successfully meet established goals and objectives.
Skills in: effectively managing related projects and events; analyzing issues, evaluating alternatives, and making logical recommendations based on findings to address needs and develop programs, plans, and strategies; planning, recommending and implementing strategies and practices to facilitate and promote marketing and sales efforts; techniques of effective negotiations and sales; reading, understanding, and applying policies, procedures, and applicable rules and regulations; operating a personal computer with installed generic and specialized software; preparing and presenting information in a clear and concise manner; demonstrating effective interpersonal communication skills, building consensus among groups and individuals, and conflict resolution; using initiative and independent judgment within established procedural guidelines to perform highly effective support in assigned areas; maintaining complete and accurate records; operating a personal computer with installed generic and specialized software; assessing and prioritizing multiple tasks, projects, and demands.
SALARY: $49,502.75 – $70,093.92 Annually
OPENING DATE: 10/11/2023
CLOSING DATE: 11/06/2023 11:59 Mountain
How to Apply
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