Posted: January 24, 2023

Event Experience Coordinator: Full Time

City of South Padre Island

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• Category:
• Convention Center & Facilities

• Education:
• High School / GED

• Experience:
• 1-2 years

• Position Type:
• Full-Time

• Salary:
• $15.43-$18.89 DOQ

This position is open until February 6, 2023 at 10 AM.

Position Purpose

The Event Experience Coordinator performs work in booking, planning, and coordinating special events for the South Padre Island Convention & Visitors Bureau. This position plays a valuable role in the destination event experience and aids in the overall organizational mission to drive economic prosperity through tourism in South Padre Island. The ideal candidate should be outgoing and passionate about events and the tourism industry.

Essential Functions

Leads and participates with event managers in organizing and coordinating special events activities on South Padre Island.
Coordinates third-party research for events, sports, festivals, meetings, and conferences.
Prepares and distributes materials for marketing and advertising special events.
Inputs event data on third-party software to assess the economic impact of events.
Ensures CVB-sponsored events are accurately and consistently marketing the destination to meet branding guidelines.
Drives engagement and participation in the community and evaluates post-event reports.
Establish and maintain effective working relationships with fellow employees, Special Events Committee, Convention and Visitor Advisory Board, City officials, hospitality partners, other outside agencies, and the generally interested public.
Provides exemplary customer service assistance internally and externally.
Supports group business located at the convention center or area hotels as directed.
Composes, types, and edits correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
Provides liaison assistance between the South Padre Island CVB Special Events Team, event promoters, and the public.
Assists in maintaining a calendar relating to events' planning and operations.
Procures equipment, materials, marketing collateral, service quotes, and other essential materials.
Coordinates, research, and prepares documents to secure special event permits.
Provides administrative support to the special events and sales teams to collect relevant special event survey information, ticket sales, and general event performance.
Maintains a professional, welcoming, and responsive demeanor and addresses guest inquiries, requests, and concerns.

Secondary Functions

Provides backup to CVB receptionist.
Responsible for providing intercept survey assistance to meeting/event planners during their conference/event as directed.
Performs miscellaneous duties such as answering phones, typing correspondence, picking up supplies needed for activities, etc.
Performs all other duties as assigned.

Capital and/or Fiscal Responsibility

Responsible for adhering to all City of South Padre Island Purchasing Policies while performing purchasing tasks.
Provides information and recommendations to the Special Events Manager and related stakeholders during the planning process.

Credentials (minimum preferred)

Knowledge/Skills/Abilities

Working knowledge of computers and electronic data processing.
Working knowledge of modern office practices and procedures.
Ability to maintain accurate records; type and enter data accurately.
Skill in the operation of listed tools and equipment.
Ability to develop, coordinate, and direct varied activities involved in a special event permitting program.
Ability to establish and maintain effective working relationships with employees, supervisors, vendors, contractors, participants, and the general public.
Ability to work a flexible schedule to include nights, weekends, holidays, and long hours.
Ability to communicate effectively verbally and in writing.

Formal Education/Certification/Licenses

Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, or basic accounting.
Valid Driver’s License or ability to obtain one.

Prior Experience

Two (2) years of related experience or any equivalent combination of related education and experience to be determined appropriate by the employer.

Language Requirements

Bilingual: English and Spanish preferred but not required.

Tools and Equipment Used

Personal computer including specialized software; calculator; copy and fax machine; phone, mobile or portable radio; automobile; and camera.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment changes depending on the scheduled work. Work environment is normally located inside an air-conditioned office although at times the employee will be required to be in outside conditions for periods of time frequently throughout the day where the employee may be exposed to extreme heat, cold, wet, windy, or humid conditions. The storage area for collateral materials and displays is located upstairs, where the employee may experience exposure to dusty and very loud noises. The noise level in the work environment is usually quiet while in the office and moderately loud when in the field. While performing the duties of this position, the employee will be exposed to direct sunlight on an occasional basis.

Selection Guidelines

Formal application, rating of education and experience; oral interview, and reference check; job related tests may be required.