Listing Summary

The purpose of this classification is to perform special event coordination, project management, and marketing. This position is responsible for contributing to various aspects of the City's downtown special event and project development efforts. The incumbent will be responsible for event coordination and project oversight and will identify, develop, define, negotiate, and plan events and oversee applicable project development. Will also be responsible for building a networking relationship with local merchants and downtown business owners while expanding relationships with community partners to highlight the downtown and create a sense of place. The Downtown Event Coordinator will also be responsible for the development and marketing initiatives that employ business and operational strategies for the downtown.

Duties

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Works closely with staff on communications that model and promote the mission, vision, and values of Downtown Albany. This position reports directly to the Downtown Manager.

Develops and manages events, programs, and projects that meet the objectives of the City of Albany's Downtown Department. The Downtown Event Coordinator is an advocate for the downtown and provides information to business owners, property owners, city officials and staff, and other interested persons.

Exhibits a positive and energetic source for long-term revitalization of Downtown Albany and supports the downtown program throughout the community by promoting excellence in good business practices.

Develops, plans, implements, and oversees designated downtown events, programs, and organizational gatherings. The Downtown Event Coordinator works closely with community partners such as the Convention & Visitor's Bureau; The venue management company; Albany State; Albany Technical College; the business community and other City and County departments. The incumbent will also be responsible for volunteer chairs and committee members to ensure that all events are delivered on time, within budget, and at the desired level of quality. This individual cultivates positive long-term relationships with all event stakeholders, especially committee members and sponsors, and seeks to improve event execution and revenues consistently.

Provides support to other community organizations events to help ensure their success, when requested by the organization.
Identifies or proposes potential business deals by contacting potential partners; discovers and explores opportunities.

Develops monthly and annual report of activities, successes, and future goals and initiatives.

Maintains knowledge about the four-point Main Street approach to downtown revitalization.
Produces detailed proposals for events (e.g., timelines, venues, suppliers, legal obligations, staffing, and budgets). Develops and manages event budgets; creates procedures for all major processes.

Administers events and activities in accordance with the policies, strategies, and mission of the Downtown and City. Creates opportunities to improve the event management experience and process.

Develops and manages event organization structure and procedures, motivation of volunteers, income and expenditures, community relations, service, and promotion.

Prepares and sends timely communications such as save-the-date notices and invitations and works with the City's Public Information Officer (PIO) department, media, and marketing vendors to develop advertising materials and marketing plans for downtown events.

Develops materials and works with Public Information Officer (PIO) staff to develop messaging, branding, and marketing materials, to include collateral, electronic, and social media promotions related to events.

Maintains continuity and consistency with the downtown's branding and reputation by standardizing event operational procedures.

Attends all events and acts as the key contact to ensure success.

Develops a strong media presence and enhances the downtown's web page and visibility with such social media sites as Facebook, Twitter, Instagram, Linked In, and others.

Strategizes, develops and executes, creates and shares a robust, strategy-driven master downtown events calendar on the website and social media outlets.

Participates in the overall engagement of the maintenance and beautification strategies of the downtown by supporting applicable operational practices and building a close networking relationships with the City's facilities department, public works, and other applicable partners or volunteers.

Assists in communications and outreach with Downtown Albany businesses to ensure appropriate information is disseminated to all constituents.

Assists with business retention, expansion, and recruitment, including providing information, expertise, and appropriate referrals to business owners, marketing Downtown Albany to outside businesses, working with developers and building owners to enhance the quality of retail and commercial space.

Generates reports, engage in general administrative work on an as needed basis.

Assists with negotiation and review of event contracts and agreements.

Organizes speakers; recruitment, talking points, bios, event information, profile pictures, uploading presentations, etc.

Prepares press releases for approval; coordinates with promoters and interested organizations; assists promoters with media advertising and makes recommendations regarding promotional concepts and advertising budget.

Processes a variety of documentation associated with downtown operations per established procedures and within designated timeframes; distributes documentation or maintains records.

Compiles and/or monitors various statistical data pertaining to downtown operations; performs research as needed; makes applicable calculations; analyzes trends; prepares or generates reports; maintains records.

Manages and coordinates downtown projects and activities as assigned.
Prepares various forms, reports, correspondence, rate studies, surveys, agendas, proposals, spreadsheets, budgets, or other documents as needed.

Operates a computer to enter, retrieve, review or modify data in computer database; verifies accuracy of entered data; makes corrections; uses knowledge of various software programs to operate a computer in an effective and efficient manner.

Assists small businesses by interacting effectively, professionally, and in high visibility situations with the public, explaining City policies and procedures.

Prepares short-term and long-term promotional event driven objectives and marketing strategies; uses social media marketing, branding, and other traditional and non- traditional methods to advertise programs.

Develops and implements a main street approach for the business and residential district, special events (including obtaining sponsorship and donors) to promote public awareness and use of commercial and residential districts.

Attends meetings; serves on committees as needed; may prepare agendas for committee and board meetings; may take dictation; reviews and/or transcribes meeting minutes.

Creates and maintains the accounting records using the QuickBooks and JD Edwards software. Reconcile all accounts as needed. Assist the accounting department in running and customizing reports that provide business analysis and results. Perform banking functions as required.

Meets regularly with business owners to answer questions, provides technical assistance, explains program information, and to resolve problems; assists with reviewing requests for funds; coordinates and facilitates training and orientation workshops.

Performs special assignments as directed; organizes and conducts special projects in support of small business development and Downtown Albany.

Compiles and/or tracks various administrative and/or statistical data pertaining to Downtown Albany, etc.; performs research as needed; makes applicable calculations; analyzes trends; prepares or generates reports; maintains records and drop-box account.

Manages content and flow of all outbound communications, including the web site, e-newsletter, social media channels, annual report, and print advertising.

Develops and oversees production and implementation of all marketing and special events and secure sponsorships and partnerships to offset costs and cross-promote.

Possess knowledge of QuickBooks, Oracle EnterpriseOne Accounting software; Microsoft Word, Excel, PowerPoint, Desktop Publishing, Adobe Photoshop Illustrator, Drop Box, Photography, and Acrobat.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Minimum Qualifications

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor's degree in Business Management, Public Administration, Event Planning or closely related field required; Master's degree preferred; additionally, two or more years related experience and/or training preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for