Special Events Coordinator

Summary

Join our Team! The Town is seeking a Special Events Coordinator. To learn more about our organization and our hiring process, please refer to our employment brochure here.

The Special Events Coordinator performs a variety of professional level event planning and event coordinating at various Town event locations. This position will develop new events, coordinate existing events and work with sales/event managers to conduct private events requiring the exercise of independent judgment.

Examples Of Essential Duties And Responsibilities

The list below is intended to be illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.

• Serves under the direction of the Director and performs special event duties on a daily basis.
• Supports, plans and executes events for the Fairgrounds, Performance Park, Bond Park and other locations as assigned.
• Researches and evaluates a variety of new and existing special events and makes recommendations.
• Assists with events logistics, including dates, location, types of entertainment, needs of event organizer from the Town, and arranges for any required support staff and equipment.
• Attends special event meetings, prepares correspondence, and maintains accurate and current information concerning assigned special events.
• Establishes and maintains working relationships with event promoters, vendors, entertainment providers, other Town staff, elected/appointed officials, the Fire and other regulatory departments, and the general public.
• Receives and responds to general and event specific emails and phone calls.
• Assists with budget preparation.
• Trains, assigns work to and reviews work of others as assigned.
• Creates and distributes public information concerning special events.
• Designs and creates print-ready materials for programs, booklet and brochures for all Town sponsored events.
• Designs, maintains and updates the Town events website; attends regular Web Team meetings.
• Processes all permits and coordinates rentals for use of public streets and Town parks.
• Serves on multiple Town working committees; assists volunteer committees in the performance of their duties.
• Performs other related work as required or assigned.
  
  

Minimum And Preferred Qualifications

EDUCATION & EXPERIENCE

• High School Diploma or equivalent.
• Two years of experience in special events promotion, recreation planning or advanced administrative support work.
• Bachelor’s degree in event planning, recreation planning or a related field preferred.
  
  

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Colorado Driver’s License and satisfactory driving record. Out of state candidates must obtain Colorado License within 6 months of hire.
  
  

RESIDENCY REQUIREMENT: No

REMOTE WORK ELIGIBLE: May be considered per Policy 317 - Telework *Update to job posting as of 05/09/2025 - Per policy 217, employees may be permitted to telework up to the equivalent of two days per week and must also be present at the worksite 3 days per week.

CELL PHONE ALLOWANCE: Job Critical Allowance

Knowledge, Skills And Abilities

• Thorough knowledge of grammar, spelling, and punctuation.
• Ability to organize work load and meet deadlines.
• Ability to establish and maintain effective working relationships event promoters, vendors, entertainment providers, other Town staff, elected/appointed officials the Fire and other regulatory departments, and the general public.
• Ability to provide excellent customer service to internal and external stakeholders.
• Ability to operate standard office equipment including personal computers.
• Ability to use standard office software and specialized publication and contact management software.
• Ability to communicate effectively both verbally and in writing, and follow oral and written instructions.
• Must be creative and able to handle multiple tasks and meet multiple deadlines.
• Must be willing to work overtime and on weekends and holidays for extended periods of time.
  
  

REPORTS TO: Events & Visitor Services Director

PAY GRADE: TP170 ($64,832 - $90,765 annual equivalent)

EXEMPT: No

Physical Requirements And Work Environment

Frequency GuideRarely (R)Occasionally (O)Frequently (F)Constantly (C)Less than - 5%6 – 30%31% - 70%Over 70% Physical TaskFrequencyPhysical SurroundingsFrequencySittingOExtreme TemperaturesOStandingOInside WorkFWalkingOOutside WorkFRunningRWalking on uneven surfacesOStoopingOWorking at heightRKneelingOOther: SquattingR ClimbingREnvironmental Conditions BalancingRExposure to ChemicalsRReachingOExposure to Gases/Fumes/DustOGraspingOHigh Noise LevelsRFingeringOModerate Noise LevelsOHandlingOVibrationsRVisual Acuity: NearOLight/Power Equipment OpsRVisual Acuity FarOHeavy Equipment OperationRDepth PerceptionOWork in TrafficRColor DiscriminationOLocal TravelOPeripheral VisionOOut of Town TravelRTalkingFOther: HearingF Other:OWeight of Objects Moved Over 100 poundsR Over 50 PoundsR Over 10 poundsO

The Town of Estes Park offers a comprehensive benefits program. Benefits include retirement, medical (eligible spouse, family), dental (family), vision(family), life insurance, sick leave, vacation, floating holidays, and volunteer leave. Our Benefits Summary Guide will provide more details. The Town also offers a Homeownership Program and aid for Dependent Care through a Flexible Spending Account.

Additional information regarding retirement: All town employees contribute to social security. In addition, this position participates in Colorado PERA retirement.

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Do you have two years of experience in special events promotion, recreation planning or advanced administrative support work? Please briefly explain your experience and how it relates the abovementioned areas.

• Required Question