TOWN OF VIENNA
ASSISTANT EVENT COORDINATOR (FULL TIME)
PAY GRADE 122: $77,843-$125,327
Join a dynamic and collaborative team to create experiences that promote recreation, health, wellbeing, and a sense of belonging for all. The Recreation Program Coordinator I plays a key role in creating community through engaging, inclusive, and memorable events.
This position performs administrative and professional work to develop, coordinate, and manage special events that meet the community’s recreation and leisure needs while reflecting the department’s commitment to exceptional service, teamwork, and continuous improvement.
Key responsibilities include supporting and executing over 120 annual events, coordinating logistics with vendors and performers, ensuring compliance with safety standards and permits, developing and maintaining partnerships with community organizations and businesses, and assisting with sponsorships, marketing, and social media outreach.
This position works independently under the supervision of the Superintendent of Events and Culture, reporting major activities through meetings and reports.
Work Schedule:
Monday through Friday, 8:00 a.m. to 4:30pm; however, some night, weekend, and holiday shifts are required to support events schedules
NOTE: Applicants Must Submit a Resume and Cover Letter with Application
All new employees must satisfactorily complete a background check. A conditional offer of employment may then be made contingent upon the successful completion of a drug test.
This is a non-exempt position
The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.
Essential Functions:
Event Coordination and Logistics
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Assist in planning, implementing, and evaluating more than 120 community events annually such as festivals, concerts, parades, movie nights and seasonal events (e.g. Halloween, 4th of July)
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Responsible for coordinating and leading assigned events, including the Vienna Photo Show and Contest, Flashlight Egg Hunt, Summer on the Green Concert Series, Kids on the Green Concert Series, Church Street Stroll, and Donuts with Santa.
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Serve as the Town liaison for Town Partnership events such as Viva! Vienna or Oktoberfest.
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Coordinate logistics such as site layouts, event timelines and staff assignments.
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Draft emergency plans and apply for required permits with agencies including Fairfax County Health Department & Fire Marshal’s Office, Fairfax County Fire and Rescue, and Virginia Alcohol and Beverage Control.
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Prepare part-time event staff schedules and assist with hiring and oversite of part-time event staff.
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Coordinate with vendors and performers, including correspondence, contracts, and obtaining service quotes.
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Prepare event training and support materials such as site layouts, event timelines and staff assignments). Lead event speci?c trainings for staff.
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Provide on-site support and supervision of staff and stakeholders at assigned events, and in the absence of the Superintendent of Events and Culture, oversee all staff, vendors, and stakeholders during events.
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Help with physical setup and teardown of events, including tents, tables, chairs, signage, sanitation, and barricades.
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Inventory, restock and store equipment and supplies appropriately.
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In the absence of the Superintendent of Events and Culture, act as the Manager on Duty to oversee and assign event management responsibilities.
Work closely with the Recreation Coordinator I - Art and Culture to support events and programs.
Sponsorships and Community Partnerships
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Support Events and Culture Division in developing and executing the sponsorship program.
Build and maintain partnerships with stakeholders such as local service organizations, businesses, and community groups to enhance event programming.
Marketing and Communications
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Assist in creating and executing marketing plans for Parks and Recreation Department initiatives and events.
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Coordinate with the Public Information Office to draft, edit, and distribute social media content and calendars, media releases, newsletters, ?yers, and other promotional materials.
Update the Town’s website with current event information.
Budget, Data Management, and Administration
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Track and report event data, including attendance, expenses, and revenues, for use in program planning and the budget preparation process. Manage and track expenses for all assigned events.
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Track and pay assigned invoices and expenditures following division and Town procurement guidelines. Ensure invoices are accurate and agreements with vendors are clear.
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Manage event data entry and reporting using the Munis Financial System, RecTrac, and Microsoft Office Suite.
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Prepare and maintain event-related documentation such as vendor contracts, insurance certi?cates, facility reservation forms, event checklists and reports.
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Conduct post-event evaluations and after-action reports. Compile reports and lessons learned to inform future events.
Support the Superintendent of Events and Culture in managing event inquiries, including phone calls, emails, and customer service in person.
Professional Development
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Attend meetings, conferences, and seminars as assigned.
Participate in local and state professional organizations and training sessions.
Additional Duties:
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Maintain positive working relationships with department divisions, staff, volunteers, partners, and community members.
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Perform related work as assigned.
Responsibilities, Requirements and Impacts
Data Responsibility:
Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.
Coordinates or determines time, place or sequence of operations or activities based on analysis of data or information and may implement and report on operations and activities.
People Responsibility:
People include co-workers, workers in other areas or agencies and the general public.
Provides information, guidance or assistance to people that directly facilitates task accomplishment; may give instructions or assignments to helpers or assistants.
Asset Responsibility:
Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.
Requires responsibility and opportunity for achieving moderate economies and/or preventing moderate losses through the management of a small division; handles supplies of high value or moderate amounts of money consistent with the operation of a small division.
Mathematical Requirements:
Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.
Uses addition and subtraction, multiplication and division and/or calculates ratios, rates and percentages.
Communications Requirements:
Communications involves the ability to read, write, and speak.
Reads journals, manuals and professional publications; speaks informally to groups of co-workers, staff in other organizational agencies, general public, other organizations and presents training; composes original reports, training and other written materials, using proper language, punctuation, grammar and style.
Judgment Requirements:
Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.
Responsible for the actions of others, requiring development of procedures and constant decisions affecting subordinate workers, crime victims, patients, customers, clients or others in the general public; works in a very fluid environment with guidelines, but significant variation.
Complexity of Work:
Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.
Performs coordinating work involving guidelines and rules, with constant problem solving; requires continuous, close attention for accurate results or frequent exposure to unusual pressures.
Impact of Errors:
Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.
The impact of errors is moderately serious – affects work unit and may affect other units or citizens.
Physical Demands:
Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.
Performs light work that involves walking or standing most of the time and involves exerting up to 50 pounds of force on a regular and recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of mechanical or electronic office or shop machines or tools within moderate tolerances or limits of accuracy.
Equipment Usage:
Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.
Handles or uses machines, tools, equipment or work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.
Unavoidable Hazards:
Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.
Involves routine and frequent exposureto extreme heat and/or cold; wet or humid conditions.
Safety of Others:
Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public.
Requires responsibility for the safety and health of others.
