Special Events Coordinator

City of Bastrop Tx; Bastrop (TX); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Comprehensive Benefits package

Job summary

City of Bastrop seeks a dynamic Special Events Coordinator to plan and execute signature city events, guiding organizers through permit processes and building partnerships with local businesses. The role enhances Bastrop's downtown, supports tourism, and strengthens the local economy.

The position requires collaboration with diverse stakeholders, project management of complex events, and occasional evening/weekend work to ensure events are safe, welcoming, and successful.

Qualifications

• High school diploma or equivalent required.
• Bachelor's degree preferred in Event Management, Hospitality, Communications, Public Relations, or related field.
• Minimum of two years of experience in event planning, hospitality, tourism, public engagement, or related field.
• Experience coordinating large-scale public events and managing multiple projects simultaneously.
• Proficiency with Microsoft Office, Adobe Acrobat, social media platforms, and event management software.

Responsibilities

• Plan, organize, and execute City-sponsored special events and community programs that support tourism, economic development, and quality of life.
• Coordinate all event logistics, including site layouts, vendor placement, traffic and parking plans, security, permits, equipment rentals, and event operations.
• Serve as the primary point of contact for event organizers, guiding applicants through the City's special event permitting process.
• Review event applications, coordinate the Special Events Committee review process, and collaborate with Police, Fire, Public Works, and other departments to ensure compliance with City requirements.
• Administer the City's Film Permit Program, coordinating applications with production companies and City departments.
• Develop educational workshops, resources, and best practices to assist community event organizers.
• Build strong partnerships with local businesses, tourism organizations, nonprofits, and community stakeholders to enhance event programming.
• Recruit, train, schedule, and supervise volunteers and temporary event staff.
• Coordinate vendors and contractors, ensuring insurance, safety, and contractual requirements are met.
• Support event marketing efforts through digital communications, email campaigns, press releases, and social media in collaboration with the marketing team.
• Attend and oversee events, including evenings, weekends, and holidays, resolving operational issues as they arise.
• Conduct post-event evaluations, prepare reports, and recommend process improvements.
• Maintain accurate records of permits, contracts, event expenditures, vendor agreements, and logistics.
• Stay current on applicable City ordinances and recommend improvements to policies and procedures that enhance customer service and operational efficiency.
• Support cross-functional initiatives within Discover Bastrop and perform other duties as assigned.

Skills

Event planning

Project management

Communication

Problem-solving

Stakeholder engagement

Education

High school diploma or equivalent

Bachelor's degree in Event Management, Hospitality, Communications, Public Relations, or related field

Tools

Microsoft Office

Adobe Acrobat

Social media platforms

Event management software

Job description

Make An Impact Through Unforgettable Community Experiences

Do you thrive on bringing people together and creating memorable events? The City of Bastrop is looking for a dynamic, highly organized, customer-focused Special Events Coordinator to help shape the experiences that make our community a destination to live, work, and visit.

As part of the Discover Bastrop team, you'll lead the planning and execution of signature City events while guiding community organizations and event producers through the City's special event and film permitting processes. From coordinating festivals and public celebrations to building partnerships with local businesses and ensuring events are safe, welcoming, and successful, you'll play a vital role in enhancing Bastrop's vibrant downtown, supporting tourism, and strengthening our local economy.

If you're a creative problem-solver who enjoys collaborating with diverse stakeholders, managing complex projects, and making a visible impact in the community, we'd love to hear from you.

Responsibilities

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Plan, organize, and execute City-sponsored special events and community programs that support tourism, economic development, and quality of life.
• Coordinate all event logistics, including site layouts, vendor placement, traffic and parking plans, security, permits, equipment rentals, and event operations.
• Serve as the primary point of contact for event organizers, guiding applicants through the City's special event permitting process.
• Review event applications, coordinate the Special Events Committee review process, and collaborate with Police, Fire, Public Works, and other departments to ensure compliance with City requirements.
• Administer the City's Film Permit Program, coordinating applications with production companies and City departments.
• Develop educational workshops, resources, and best practices to assist community event organizers.
• Build strong partnerships with local businesses, tourism organizations, nonprofits, and community stakeholders to enhance event programming.
• Recruit, train, schedule, and supervise volunteers and temporary event staff.
• Coordinate vendors and contractors, ensuring insurance, safety, and contractual requirements are met.
• Support event marketing efforts through digital communications, email campaigns, press releases, and social media in collaboration with the marketing team.
• Attend and oversee events, including evenings, weekends, and holidays, resolving operational issues as they arise.
• Conduct post-event evaluations, prepare reports, and recommend process improvements.
• Maintain accurate records of permits, contracts, event expenditures, vendor agreements, and logistics.
• Stay current on applicable City ordinances and recommend improvements to policies and procedures that enhance customer service and operational efficiency.
• Support cross-functional initiatives within Discover Bastrop and perform other duties as assigned.

Typical Decision

Makes independent and sound judgement calls on a variety of response needs, sometimes dealing with sensitive, confidential, and political matters. Is capable of independently researching appropriate responses to routine communications and requests for information; determines effective course of action to complete assignments, identify inefficiencies and recommends solutions.

Special Requirements

• General work schedule is 8:00 AM – 5:00 PM, Monday-Friday, with additional hours outside normal business hours as required for special events and community engagement, or emergency situations.
• Regular and consistent attendance for the assigned work hours is essential; leave scheduled should be managed so as to not interfere with the ability to accomplish tasks, including special projects and assignments with deadlines.
• Must be able to work holidays, weekends, or after hours as needed.

Other Requirements

• Must have reliable transportation.
• While performing the duties of this job, the employee is frequently required to sit, talk, hear, use hands; and reach with hands and arms.
• The employee is frequently required to move around city offices and various locations throughout the city and nearby areas.

Education

EDUCATION, EXPERIENCE and LICENSES

• High school diploma or equivalent required.
• Bachelor's degree in Event Management, Hospitality, Communications, Public Relations, or a related field preferred.

Experience

• Minimum of two (2) years of experience in event planning, hospitality, tourism, public engagement, or a related field.
• Experience coordinating large-scale public events and managing multiple projects simultaneously is preferred.
• Equivalent combinations of education and relevant experience may be considered.
• Proficient with Microsoft Office, Adobe Acrobat, social media platforms, and event management software.

Licenses

Valid Texas Driver’s License with an acceptable driving record to be maintained throughout employment.

KNOWLEDGE, SKILLS And ABILITIES

Successful candidates will demonstrate:

• Knowledge of event planning, logistics, permitting, vendor coordination, customer service, and public safety practices.
• Strong project management, organization, communication, and problem-solving skills.
• Ability to build collaborative relationships with community partners, businesses, volunteers, City staff, and elected officials.
• Sound judgment, professionalism, and the ability to handle sensitive or confidential matters with discretion.
• Excellent written and verbal communication skills and the ability to manage multiple priorities in a fast-paced environment.

Physical Demands And Working Conditions

• This position typically works Monday through Friday, 8:00 a.m. to 5:00 p.m., with frequent evenings, weekends, and holidays required to support events and community activities.
• The position involves both office and field work, including travel throughout the city, standing and walking for extended periods during events, and occasionally lifting or moving materials weighing up to 25 pounds.

The City of Bastrop is an Equal Employment Opportunity Employer (EEO) and values diversity in its workforce. As an EEO employer, the City provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

• Employment is contingent on passing post-offer, pre-employment drug testing/physical, and criminal background investigation. **

In addition to a competitive salary, the City provides a generous Comprehensive Benefits package that includes a mandatory retirement plan through Texas Municipal Retirement System (TMRS) at a 7% employee deposit rate with a municipal matching ratio of 2:1 at retirement, a voluntary 457 plan, as well as comprehensive medical coverage, Health Savings Account (HSA), life insurance, paid vacation, paid sick leave and 13 paid holidays. The City pays 100% of employee medical and dental insurance and contributes 50% to dependent coverage.