SPECIAL EVENTS SUPERVISOR

City of Anna, Texas; Anna (TX); On-site; USD 58,000 - 78,000; Full time

Job summary

The City of Anna, Texas seeks a Special Events Supervisor to plan, coordinate, implement and evaluate city and community events, managing operations, budgets, staffing, vendors, sponsorships, permitting and safety while collaborating with City departments and partners to deliver inclusive, fiscally responsible events.

Responsibilities include developing event plans, permits, volunteer programs, contracts, marketing, and post-event evaluations to improve future events and strengthen community

Qualifications

• Bachelor's degree required in Parks and Recreation Administration, Recreation Management, Public Administration, Business Administration, Event Management, Hospitality, or related field; four years of experience, two in a supervisory role.
• Valid Class C driver license required; CPR, First Aid, and AED certifications or to obtain within six months.
• CPRP and CFEA certifications via NRPA/TFEA must be obtained within specified timeframes.

Responsibilities

• Lead development, design, planning, implementation, supervision, and evaluation of city signature events and community activities.
• Prepare event plans, timelines, site layouts, staffing, vendor placements, permits, safety procedures.
• Coordinate permits, reviews, and operational requirements for internal and external events.
• Develop volunteer recruitment, recognition, and retention strategies.
• Evaluate and monitor vendor contracts and sponsorship packages.
• Manage event budgets, revenues, expenditures, forecasts, and cost analyses.
• Collaborate on event marketing, branding, websites, social media, and communications.
• Oversee event setup, production, execution, and breakdown; ensure compliance and safety.
• Document incidents, conduct post-event evaluations, and implement improvements.
• Develop and maintain event procedures, templates, and records; represent division at meetings.

Skills

Event planning

Budget management

Vendor relations

Supervisory experience

Communication

Education

Bachelor's degree in Parks and Recreation Administration, Recreation Management, Public Administration, Business Administration, Event Management, Hospitality, or related field

Tools

MS Office

Job description

Under general direction, the Special Events Supervisor plans, coordinates, implements and evaluates City and community special events. The position oversees event operations, budgets, staffing, vendors, sponsorships, permitting and safety while coordinating with City departments and community partners to deliver successful, inclusive and fiscally responsible events.

• Lead the strategic development, design, planning, implementation, supervision, and evaluation of City signature events, holiday celebrations, cultural programs, civic ceremonies, community events, and departmental activities that support the City of Anna's goals and community identity.
• Prepare comprehensive event plans, timelines, site layouts, production schedules, staffing assignments, vendor placements, traffic and parking arrangements, setup and breakdown procedures, and operational requirements to ensure effective event execution.
• Support the Interdepartmental Event Logistics Committee and coordinate event applications, permits, reviews, ordinances, and operational requirements for internal and external special events.
• Develop and implement volunteer recruitment, recognition and retention strategies, including annual volunteer program plans.
• Evaluate, administer and monitor vendor and service contracts. Develop sponsorship packages, cultivate new sponsors and community partnerships, maintain existing relationships, coordinate the City's co-sponsorship program and ensure fulfillment of sponsorship and partnership commitments in accordance with City policies.
• Develop, manage and monitor special-event budgets, revenues, expenditures, forecasts, sponsorship projections and cost analyses. Coordinate purchasing, rentals, purchase requests, invoice verification, cost reconciliation, equipment and supply inventories, and the efficient allocation of personnel and other resources.
• Collaborate with City departments and stakeholders to develop and coordinate event marketing, branding, promotional materials, websites, social media content, activity guides, signage, media information and participant communications to promote public awareness, engagement and attendance.
• Serve as the primary operational contact for assigned events and oversee event setup, production, execution, and breakdown. Direct and monitor event conditions and permit compliance; conduct site inspections and readiness meetings; and resolve operational issues to ensure successful event delivery.
• Ensure compliance with applicable federal, state, and local laws, ordinances, permits, accessibility standards, fire and life-safety requirements, insurance provisions, City policies, and riskmanagement practices. Collaborate with Emergency Management and public safety personnel to develop and maintain emergency action plans, severe-weather procedures, incident response protocols, communication plans, and event cancellation or postponement recommendations. Document and coordinate follow-up for event-related incidents and accidents.
• Maintain accurate event records and performance reports, including attendance, vendor and sponsor participation, volunteer engagement, revenues, expenditures, incidents, customer satisfaction, and operational outcomes. Conduct post-event evaluations and debriefings, document lessons learned, research industry trends and innovative practices, and recommend improvements to event quality, safety, efficiency, and community experience.
• Research, recommend, and implement new community events that are aligned with City priorities and available resources. Develop and maintain event procedures, templates, checklists, vendor and sponsor standards, and production records. Represent the division at neighborhood, advisory board, City Council, professional association, sponsor, vendor, and community meetings as assigned, and adhere to established City and departmental attendance policies, including flexible work schedules, evenings, nights, weekends, holidays, and extended hours as operational needs require.
• Perform any other related duties as required or assigned.

Bachelor's degree from an accredited college or university in Parks and Recreation Administration, Recreation Management, Public Administration, Business Administration, Event Management, Hospitality, or a related field and four years of experience, two years of which are in a supervisory capacity. An equivalent combination of education and experience may be considered.

• Must possess a valid Class "C" driver license when hired. Must maintain insurability under the City's Vehicle Insurance Policy.
• Must possess current CPR, First Aid, and AED certifications or obtain within six months of employment.
• Must possess Certified Parks and Recreation Professional (CPRP) certification through NRPA or obtain within twelve months of hire.
• Must possess Festivals and Events Associate (CFEA) certification through TFEA or obtain within twenty-four months of hire.
• Must pass a pre-employment drug screen, criminal background check, and MVR check.
• Basic: 10-Key, Accounting, Alphanumeric Data Entry, Database, Presentation/PowerPoint, Spreadsheet, Word Processing/Typing; working knowledge of recreation registration, scheduling, purchasing, and records systems.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Regular use of complex machines and equipment, including desktop/laptop computers and software, audiovisual and event equipment, vehicles, trailers, and other equipment applicable to the assigned area.

ENVIRONMENTAL / WORKING CONDITIONS

Periodically exposed to noise, outdoor weather conditions, intermittent standing, walking, pushing, carrying, or lifting. Work may occur in offices, parks, recreation facilities, and event sites. The noise level is usually moderate and may be loud during programs or events. Evening, weekends, holiday, and extended-hour work is required based on operational needs. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL ACTIVITIES

The physical activities described are representative of those required to perform the essential functions. The employee is frequently required to stand, walk, use hands, talk, and hear; regularly required to sit and reach; and occasionally required to climb, balance, stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and regularly lift and/or move up to 10 pounds. Specific vision abilities include close, color, peripheral, and depth perception. Reasonable accommodation may be provided.