Special Events Administrative Coordinator

City of St. Cloud, FL; Town of Florida (NY); On-site; USD 25,000 - 39,000; Part time

Job summary

The City of St. Cloud, FL is seeking a part-time Administrative Secretary to support the Special Events division within the Parks & Recreation Department.

You will manage records, calendars, and communications to help events run smoothly from planning through execution. Responsibilities include coordinating with event organizers and City departments, preparing documents, assisting with meetings and permits, and supporting volunteers and vendors as needed.

Qualifications

• High School graduation or GED equivalent supplemented by one (1) year of experience in the Event Management Industry; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Bilingual preferred (Spanish/English).
• Must be at least 18 years of age.
• Must be able to possess and maintain a valid state driver’s license with an acceptable driving history.

Responsibilities

• File and maintain special event records to ensure information is accurate and up to date.
• Assist with maintaining the division’s Outlook special event calendar.
• Administration of vendor Certificates of Insurance (COIs), including collection, submission for review, and filing.
• Assist with the administration of sponsor and vendor contracts and agreements, including preparing invoices, filing, and maintaining accurate records.
• Assist with communication between departments regarding related event needs and logistics.
• Preparing and distributing meeting agendas.
• Creating meeting notifications and calendar invites to event organizers and City staff.
• Provide meeting support, including taking notes.
• Track event organizer special event permit application materials such as attachments, payments, and approvals.
• Maintain organized files and databases related to permitted events.
• Processes volunteer application and screening paperwork in collaboration with Human Resources.
• Provides information and guidance to volunteers throughout the process.
• Maintains accurate volunteer records, contact information, availability, required forms, and assignments.
• Answer phones, respond to emails, and greet visitors in a friendly and professional manner.

Skills

Bilingual

Organizational skills

Education

High School diploma or GED

Tools

Outlook

Job description

The City of St. Cloud, FL is seeking a part-time Administrative Secretary to support the Special Events division within the Parks & Recreation Department.

You will manage records, calendars, and communications to help events run smoothly from planning through execution. Responsibilities include coordinating with event organizers and City departments, preparing documents, assisting with meetings and permits, and supporting volunteers and vendors as needed.