Program Specialist II - Events Specialist

City of Wilmington, NC; Wilmington (NC); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Health Insurance

401(k) retirement benefits

Paid holidays

Paid parental leave

Flex schedule and telework available

Tuition assistance

Job summary

City of Wilmington, NC is seeking an Events Specialist to plan, coordinate, facilitate, and administer citywide and downtown events, including permits and programming. The role requires cross-functional collaboration with Police, Fire, Public Works and other departments, with on-site presence during evenings and weekends as events demand.

The ideal candidate will coordinate event logistics, street closures, and programming for downtown spaces, while maintaining calendars, permits, and budgets,

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

• Plans, coordinates, facilitates and manages 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 from an accredited university/community college in Parks and Recreation, Event Management, Public Administration, Business Administration, Communications, Community Development, or a closely related field.

Job description

Position Description

The City of Wilmington is an Equal Opportunity Employer.

One City. Many Events. One Community.

Are you energized by bringing people together, turning ideas into memorable experiences, and making great events happen? The City of Wilmington is looking for an enthusiastic, organized, and community-minded Events Specialist to help shape the experiences that bring our downtown and public spaces to life.

As an Events Specialist, you’ll play a key role in planning, coordinating, facilitating, and administering special events, event permitting, downtown programming, and public-space activations throughout the City. From community celebrations and cultural events to downtown programming and special gatherings, you’ll help make sure events are safe, successful, inclusive, and welcoming for everyone.

The Events Specialist works collaboratively as part of a team and is cross‑trained across the department's special events, permitting, programming, and activation functions to provide consistent customer service, maintain operational continuity, and respond to changing departmental priorities. The position requires a flexible work schedule, including occasional evenings, weekends, and other nontraditional hours, to represent the City and serve as a City liaison during periods when downtown activity extends beyond normal business hours. When necessary, the Coordinator will serve as an evening liaison and City representative, responding to event‑related needs, supporting downtown activity, and maintaining communication with event organizers, businesses, residents, visitors, and City departments.

Typical Tasks

• Plans, coordinates, facilitates and manages 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.

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.

Our Core Values

INCLUSION | COLLABORATION | CREATIVITY | ACCOUNTABILITY

Our Mission Statement

Through forward‑thinking policies and responsible stewardship, we are creating a better city every day with excellent core services and quality of life for all.

What We Offer

The City of Wilmington believes that employees are one of our most important resources. We offer an excellent salary and competitive benefits package to serve the needs of our employees and their families.

• Comprehensive medical, dental, and vision insurance + many other insurance options
• Excellent retirement benefits, including a city provided 4.5% contribution each pay period into a 401(k) account and automatic enrollment into the North Carolina Local Government Employees’ Retirement System
• Employer‑paid health & wellness clinic
• Free on‑site city gym access
• Paid sick and vacation leave + 13 paid holidays per year
• 6‑weeks paid parental leave
• Paid volunteer & blood donation leave to give back to our community
• Flex schedule and telework availability, depending on your position
• Professional development trainings & leadership initiatives
• Tuition assistance benefits

Applicant Status Updates

After the closing date for this position, applications will be screened by Human Resources. Applicants who meet the minimum and/or preferred qualifications will be referred over to the hiring department. All updates regarding an application can be viewed through your applicant portal.

Health Benefits are offered to employees working at least 30 hours per week.

Health Insurance - The City offers two options for health coverage: a standard PPO plan and a High Deductible Health Plan with an associated Health Savings Account. Coverage becomes effective the first day of the month following hire for employees and their eligible dependents. Both you and the City contribute to the overall cost of coverage.

Dental Insurance - Coverage becomes effective the first day of the month following hire. Employees, their spouse and dependent children are eligible for coverage.

Life Insurance - The city pays to provide coverage valued at one times your annual salary. Supplemental insurance is available for employees to purchase. Optional coverage for dependents is also available for purchase.

Retirement

• NC Local Government Retirement System - All benefits eligible employees make a mandatory 6% contribution every pay period.
• Deferred Compensation – The city contributes an amount equal to 4.5% of the annual salary to a 401(k) plan regardless of employee contribution. Employees may choose to contribute additional money to the 401(k) or 457 deferred compensation plans, without a match from the City, within the IRS guidelines.

Paid Leave (offered to employees working at least 1,000 hours annually*)

• Sick Leave - 12 days accrued each year
• Annual Leave - Accrual based on years of service and classification. Employees can earn from 10 to 24 days each year.
• Holidays - 13 paid holidays annually
• Paid Parental Leave - Six weeks of paid leave for the birth, adoption or placement of a child (must run concurrently with FMLA).
• Part‑Time Employees will earn paid leave benefits on a pro‑rated basis.

Miscellaneous

• Tuition reimbursement
• Employee Assistance Program
• Short & Long Term Disability
• Cancer & Critical Illness
• Accident Insurance
• Whole Life Insurance
• Credit Union membership
• Access to City Fitness Center

Note: The City of Wilmington is on a bi‑weekly pay cycle. New employees should expect to receive their first paycheck approximately 4 weeks after their start date.

This is intended to be a brief overview of the benefits offered. Please visit our website at https://www.wilmingtonnc.gov/Government/Departments-Divisions/Human-Resources/Benefits for more information.