Downtown Events & Activations Coordinator

City of Wilmington; Wilmington (NC); On-site; USD 55,000 - 70,000; Full time

Job summary

City of Wilmington seeks an Events Specialist to plan, coordinate, facilitate and administer citywide events, downtown programming, and activations. You’ll collaborate with multiple departments and community partners to ensure events are safe, inclusive, and engaging across public spaces.

The role involves coordinating event permitting, on-site liaison duties, and flexible hours including evenings and weekends to support downtown activity and special events.

Qualifications

• Degree from an accredited university/community college in Parks and Recreation, Event Management, Public Administration, Business Administration, Communications, Community Development, or a closely related field.
• Three (3) years of progressively responsible experience in special events, event permitting, parks and recreation, public administration, community programming, downtown programming, or a related field.
• Equivalent combination of education and experience may be considered.
• Ability to work evenings, weekends and holidays as required by assigned events and departmental activities.
• Valid driver's license with an acceptable driving record.

Responsibilities

• Plan, coordinate, facilitate and manage assigned Citywide and downtown special events, programs, public-space activations and related initiatives from initial planning through completion.
• Manages assigned event permitting activities, including application review, interdepartmental coordination, public notification, documentation, permit issuance, follow-up and customer communication.
• Serves as a primary City liaison to event organizers, festivals, races, markets, community groups, cultural organizations, businesses, residents, vendors, sponsors and other stakeholders.
• Coordinates with Police, Fire, Public Works, Parks and Recreation, Transportation, Parking and other City departments and external agencies to facilitate event and program requirements.
• Provide City representation and liaison support during evening, weekend and other off-hours periods when downtown events, programming or public-space activities are active, including serving as the City’s on-site point of contact, responding to event-related issues, coordinating with organizers and City departments, and addressing operational needs to support safe, successful and well-coordinated activities.
• Develops and coordinates event logistics plans, timelines, site plans, communication plans, operational procedures and other materials necessary for successful event and program delivery.
• Coordinates street closures, public-space use, event infrastructure, temporary services, signage, traffic control, sanitation, public safety and other event-related requirements.
• Assists with the activation and programming of downtown public spaces, including the Riverwalk, alleys, plazas and other designated areas.
• Supports downtown arts, cultural, seasonal, community and placemaking programming and initiatives.
• Conducts site visits and provides on-site coordination, monitoring and troubleshooting for assigned events and programs.
• Monitors assigned events and activities for compliance with City permits, agreements, policies, procedures, ordinances and safety requirements.
• Communicates with downtown businesses, property owners, residents, event organizers and other affected stakeholders regarding event activities, public-space use, potential impacts and City requirements.
• Maintains event calendars, permits, agreements, records, project documentation and other administrative information necessary for effective program management.
• Supports marketing, public information, sponsorship coordination, communications, community outreach and stakeholder engagement efforts for assigned events and programs.
• Monitors assigned event and program budgets and processes applicable purchase orders, invoices, contracts, sponsorships and other administrative requirements.
• Supports and coordinates assigned projects involving downtown programming, film activities, Convention Center initiatives, Municipal Services District activities, downtown business engagement, placemaking and other departmental priorities.
• Provides timely and professional customer service and responds to questions, concerns and requests from event organizers, businesses, residents, community organizations and the public.
• Identifies operational issues, emerging needs and opportunities to improve event processes, customer service, downtown activation, programming and community participation and makes recommendations to the Supervisor/Manager.
• Provides regular project, event and program updates to the Supervisor/Manager and communicates potential challenges, resource needs and recommended solutions.
• Maintains current knowledge of City policies, procedures, ordinances, permitting requirements, event practices and applicable regulations.
• Works collaboratively with the other Events Specialist to maintain continuity of service, share knowledge and support departmental priorities.
• Performs other duties as assigned.

Education

Degree in Parks and Recreation, Event Management, Public Administration, Business Administration, Communications, Community Development, or closely related field

Job description

City of Wilmington seeks an Events Specialist to plan, coordinate, facilitate and administer citywide events, downtown programming, and activations. You’ll collaborate with multiple departments and community partners to ensure events are safe, inclusive, and engaging across public spaces.

The role involves coordinating event permitting, on-site liaison duties, and flexible hours including evenings and weekends to support downtown activity and special events.