Job Information
City of Norfolk, Virginia Event Coordinator I in Norfolk, Virginia
Event Coordinator I
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Event Coordinator I
Salary
$50,624.00 - $82,557.00 Annually
Location
Norfolk, VA
Job Type
Permanent Full-time
Job Number
12480
Department
Cultural Facilities, Arts & Entertainment
Opening Date
12/05/2024
Closing Date
1/3/2025 11:59 PM Eastern
Description
Benefits
Questions
Description
Dive into the heart of arts, culture, and entertainment in Hampton Roads with SevenVenues, the City of Norfolk's Department of Cultural Facilities, Arts and Entertainment! We're the epicenter of unforgettable experiences, offering exceptional entertainment services, managing iconic venues like Scope Arena and Chrysler Hall, and fostering a thriving artistic community. As SevenVenues, we connect residents and visitors alike to Norfolk's rich cultural tapestry, enriching lives through diverse performances, inclusive community events, and captivating public art. Join us as we create, inspire, and celebrate – it's more than entertainment, it's an experience.
The Event Coordinator is a key role in overseeing the coordination and execution of the various events our department contracts. This position is responsible for advancing all details pertaining to the event and addressing various safety and security procedures to ensure all attendees, personnel and clients are following any necessary procedures for a safe and successful event. Coordinators are expected to manage multiple events on the calendar and to disperse information to necessary parties in a timely fashion.
Department Hiring Salary Range: $50,624 - $58,217
Essential Functions
Essential functions include but are not limited to:
Coordinates, schedules and plans a variety of indoor and outdoor events, with focus on outdoor events.
Provides assistance with facility management and serves as facility representative for site visits and event inquiries.
Coordinates utilization and rental of venues and equipment.
Coordinates staffing and equipment setup and oversees event execution from event setup through event breakdown.
Provides customer service, administrative and other event support.
Serves as the liaison for tenants, lessees, community groups, promoters, City staff, event organizers and the general public prior to and during events to ensure satisfaction, effective communication and compliance with all contractual and policy requirements.
Assists in completion of rental and permit applications that are used for preparing contracts and permits.
Facilitates obtaining necessary review and approvals for events.
Provides customer service support by responding to customer inquiries, feedback and problems.
Resolves problems or complaints from clients and the public in accordance with established policies and procedures.
Prepares and maintains event files by tracking that all proper paperwork is in the file including contracts, permits, deposits, insurance certificates, staffing and operations sheets, relevant correspondence and final billing.
Prepares estimates of potential event costs and compiles associated invoices.
Performs administrative duties, coordinates meetings and develops required reports and correspondence.
Communicates with clients on facility and equipment setup options and materials needed to achieve desired results. Ensures adherence to requirements, agreements and contractual obligations.
Works closely with the event organizer to ensure event goals and requests are achieved.
Coordinates staffing and event setup by scheduling appropriate event personnel and preparing/distributing event sheets containing logistical information on required personnel, schedules, layouts, equipment, setup plans and audio-visual needs.
Develops event security plans in conjunction with public safety personnel and event organizer.
Communicates event logistics to event organizers, promoters, tenants, customers, City staff, event personnel, impacted stakeholders and the general public.
Supervises event personnel and volunteers and provides direct supervision to event staff during events.
Serves as manager on duty for events as required.
Education/Experience
Work requires broad knowledge in a general professional or technical field. Knowledge is normally acquired through four years of college resulting in a Bachelor's degree or equivalent.
One year of event and/or facilities management, or related experience; or an equivalent combination of education and experience.
Preferred License(s) or Certification(s):
CPR/First Aid
Valid Driver’s License
Additional Information & Requirements
Work Location: 201 E. Brambleton Ave., Norfolk, VA 23510
Work Hours: Regular schedule: Monday – Friday 8:30a – 5p with nights, evenings, weekends and holidays for events required. The position will work 40+ hours per week based on event schedule.
Signing Bonus: This position is eligible for a one-time $5,000 signing bonus for applications received on or after February 22, 2022. The signing bonus will be paid in two (2) increments: $2,500 upon completion of 60 days of employment, and $2,500 upon completion of your probationary period. To receive the signing bonus, you must be an active employee in good standing.
Regular full-time and permanent part-time employees may receive paid holidays, vacation and sick leave, employer paid pension plan, basic life insurance, voluntary participation in medical and dental, Section 457 deferred compensation, long-term disability, optional life insurance for self, spouse and children, medical and dependent care reimbursement plans, access to membership in credit union and employer provided parking.
Special project/grant employees are generally eligible for the same benefits of regular full-time employees; however, retirement, life insurance and participation in health plans vary depending upon funding and authorization.
Temporary/seasonal and part-time employees are generally only eligible for employer provided parking and access to membership in credit union.
Retirement
If you are hired October 5, 2010, or after to a position with City of Norfolk Retirement System benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.
If you are hired January 1, 2022, or after to a position with Virginia Retirement System (VRS) benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.
The Tuition Assistance Program is established to encourage employees toward continued self-development and education. Permanent full-time and permanent part-time classified, unclassified permanent, full-time special projects, and constitutional employees who have completed six months continuous service will be eligible to apply. The applicant’s school of enrollment must be an accredited institution.
NOTE:
The benefits described above are broad generalizations. The specific benefits that an employee may be eligible for are governed by City regulations, as applicable to job type.
Non-City
Positions listed with a job type designation of "Non-City" are not subject to the benefits descriptions above. Refer to the content of the job posting for information regarding these positions.
01
The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought. Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Please note that if you are invited to be interviewed by the department, your responses to the following questions may be subject to verification.
I understand and will answer the following supplemental questions completely and thoroughly.
02
Please select the highest level of education you have completed.
High School Diploma/GED
Some College
Technical/Vocational Degree
Bachelor's Degree
Master's Degree
No education listed
03
How many years of experience do you have working in a position primarily focused on event coordination?
I have no prior experience
I have less than 1 year of experience
I have 1 - 2 years of experience
I have 2 - 4 years of experience
I have 4 – 6 years of experience
I have more than 6 years of experience
04
Do you have experience in providing customer service and issue resolution?
Yes
No
05
If yes, please describe your experience in customer service. If you do not have customer service experience, type N/A.
06
Briefly describe your event coordination experience with indoor events. Include in your response experience managing major indoor events and the type of events and facilities managed. If you do not have any experience in indoor event coordination, type N/A.
07
Briefly describe your event coordination experience with outdoor events. Include in your response experience managing major outdoor events and the type of events and facilities managed. If you do not have any experience in outdoor event coordination, type N/A.
08
On average, how many events have you been directly responsible for the overall coordination of annually?
I have not directly coordinated any events
Less than 10 events annually
10 – 20 events annually
20 – 30 events annually
30 – 40 events annually
More than 40 events annually
09
Which computer programs are you efficient in using? (select all that apply)
Microsoft Word
Microsoft Excel
Microsoft Teams
Microsoft Outlook
PeopleSoft
Laserfiche
10
Have you previously held an Internship with the City of Norfolk Department of Cultural Facilities, Arts & Entertainment?
Yes
No
11
Are you a current or previous City of Norfolk employee?
Yes - I am a current City of Norfolk Employee
Yes - I am a previous City of Norfolk Employee
No - I am not a previous or current City of Norfolk employee
12
Please indicate your veteran status. (A copy of your long form DD-214 may be required)
I am not a Veteran
I am a Veteran
I am a Disabled Veteran
13
If you were referred for this position by a current City of Norfolk employee, please provide the employee's full name, department, and job title. If not, please indicate by typing "N/A."
Required Question
Agency
City of Norfolk
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