Event Planner - Vestavia Hills Job at Personnel Board of Jefferson County in Bir

Event Planner

The City of Vestavia Hills is seeking a motivated and dedicated Event Planner. This role will be responsible for the booking and preparation of various events (e.g., weddings, receptions, graduations, pageants, business meetings, civic meetings) held at civic centers, auditoriums, or other facilities. Employees in this job class communicate with clients who have rented the facility to gather all the necessary information about their event, discuss their needs, answer any questions and determine the rental rate. Event Planners oversee and assist with the setup of events by scheduling event staff, drafting the room layout, scheduling and working with vendors, and creating and posting directional signage. Employees in this job class also maintain inventory levels, monitor the budget, conduct outreach activities, and ensure safety standards are met with every event.

Compensation and benefits include competitive pay and comprehensive benefit packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more. The pay range for this position is listed below: Vestavia Hills: $46,612 - $72,321.

Minimum qualifications required for employment consideration include:

• Driver's license.
• Experience running an event service business (e.g., catering, party rentals).
• Experience in customer service (e.g., face-to-face interactions, sales, solving customer problems and complaints).

Or:

• Driver's license.
• Experience planning and organizing events (e.g., weddings, sports, entertainment).
• Experience in customer service (e.g., face-to-face interactions, sales, solving customer problems and complaints).

Preferred qualifications deemed desirable by the City of Vestavia Hills include:

• Associate's or higher degree in Public Administration, Marketing, or Hospitality.
• Experience supervising or overseeing the work of others (e.g., reviewing, delegating tasks).

Typical job duties include:

• Planning and scheduling sporting, entertainment, or exhibition events and programs by booking rooms and/or event space, managing pre-event activities, and coordinating with the event setup crew.
• Coordinating services for events, such as accommodation and transportation for participants, catering, signage, displays, special needs requirements, printing, and event security.
• Organizing registration of event participants (e.g., vendors, clients, safety personnel) to ensure sufficient number of event and safety personnel based on number of anticipated attendees.
• Scheduling events by updating venue event calendar using event management software or scheduling book to prevent rooms or venue from being double-booked.
• Coordinating and overseeing sporting, entertainment, or exhibition events and programs events by coordinating day-of, and post-event activities.
• Conducting walk-through prior to event time to ensure facility compliance requirements are upheld and event specifications conform to customer requirements.
• Holding pre-event meeting with venue staff to review expectations of event and potential obstacles.
• Conferring with staff at a chosen event site to coordinate details.
• Conducting post-event evaluations to determine how future events could be improved (e.g., correct number of event staff, correct number of safety/security personnel).
• Performing general administrative duties such as reviewing or producing reports, letters, or memos, attending meetings, and collecting and processing fees.
• Collecting venue and event related fees from customers or vendors to secure event space and/or services.
• Creating reports detailing venue use (e.g., event type, inventory/equipment used, cost and fees collected) in order to provide city personnel (e.g., Mayor, venue Directors) information on events, costs, and revenue.

The job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. Employees may be expected to lift objects and equipment weighing up to 75 lbs.

Work is primarily performed in an office setting or employer-owned facilities such an auditorium, event space, or athletic facility. Work involves use of standard office equipment, such as computer, phone, copier, etc. Employees may be expected to work overtime and on weekends or holidays to oversee and facilitate events.

The Personnel Board of Jefferson County 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 with the Personnel Board of Jefferson County, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

To request an accommodation in the application or hiring process due to your own ongoing medical condition or disability, please contact our Accommodations Coordinator at accommodationrequest@pbjcal.org or phone at 205-279-3500 (select option 1) Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time.