Special Events Manager

Plans, coordinates, and delivers City-sponsored events and assists community organizations with events held on public property. Leads cross-departmental logistics, vendor/sponsor coordination, permitting, risk management, and budget oversight to ensure safe, well-executed, and inclusive events that reflect the City's standards.

Pay Range: $66,227.00 - 74,859.20 (Depending on qualifications and experience)

Work Schedule: Monday - Friday, 8:00 - 5:00pm

• Position includes some nights and weekends.

• Plan and produce City-wide special events-develop themes, concepts, and production plans for each event.

• Scope, assign, and oversee event tasks: permits, site plans, equipment/facility prep, staffing, vendor load-in/out, and event operations.

• Serve as primary liaison to nonprofits, neighborhood groups, and community partners seeking event support on public property.

• Build and manage event timelines, critical paths, and run-of-show documents; ensure milestones and deadlines are met.

• Coordinate closely with Police, Fire, EMS, Public Works, Parks, Communications/Marketing, and other departments.

• Procure and manage vendors/contractors; negotiate contracts and professional service agreements per City procurement policies.

• Track performance: maintain attendance figures, economic impact and satisfaction metrics; prepare post-event reports and recommendations.

• Manage event budgets-develop estimates, monitor expenses, process invoices, and ensure cost control within assigned appropriations.

• Provide day-of leadership; supervise and schedule part-time/seasonal staff, volunteers, and interns assigned to events.

• Ensure compliance with all applicable laws, ordinances, and policies (e.g., TABC, health codes, ADA accessibility, noise ordinances, insurance/risk requirements).

• Develop site and traffic plans; coordinate safety, crowd management, emergency action plans, and weather contingency plans.

• Support sponsorship and community partnerships; coordinate deliverables and recognition.

• Collaborate with Communications/Marketing on promotional timelines, collateral, and digital campaigns.

• Maintain organized records: permits, contracts, COIs, rosters, inventories, and post-event summaries.

• Other duties as assigned.

• Bachelor's degree

• 3-years related experience

Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

• Bachelor's Degree in Business Administration, Event Planning or Management, Recreation, Marketing or similar field of study

• 3-5 years years of progressively responsible experience producing public-facing events, preferably in a municipal or public sector setting.

• Experience with sponsorships, vendor management, and multi-event calendars.

• Comprehensive knowledge of logistics for public events: permitting, site planning, production schedules, vendor coordination, and on-site operations.

• Working knowledge of governmental regulations for public events and related risk/insurance requirements.

• Strong budgeting, procurement, and contract administration skills.

• Excellent interpersonal and customer-service skills; able to build effective relationships with City staff/officials, vendors, sponsors, and citizens.

• Clear, professional communication (written and verbal); strong command of English grammar.

• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint); ability to learn event and project-management software.

• Ability to lead staff and volunteers; remain calm and decisive under pressure; problem-solve in dynamic field conditions.

• Ability to work varied hours, manage multiple priorities, and meet tight deadlines.

• Bilingual skills a plus.

• Valid Class C Texas driver's license

• First Aid, CPR and AED certification or the ability to obtain within six months of hire

The work environment and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The incumbent works in a typical office environment. The incumbent must be able to hear and speak effectively to communicate by telephone and in person. Also, must have visual acuity to read document; applicant must be able to lift up to 25 pounds.