Special Events Coordinator

• Salary/Pay Rate:
  Starting at $69,971, DOQ
• Posted Date: 01/30/2026
• Final date to receive applications: 02/20/2026

The Special Events Coordinator supports the planning, coordination, and execution of both large and small City-sponsored events and manages event reservations for City facilities. This position is responsible for organizing event logistics, seeking seasonal community sponsor ships, coordinating vendors and volunteers, maintaining required documentation, and serving as the on-site coordinator for city-sponsored events.

This is a hands-on, detail-oriented role focused on execution, coordination, and consistent follow-through. The position reports to the Director of Communications and is responsible for managing event details and requirements from planning through completion, including event-related communications and social media. The role works closely with internal departments, vendors, community partners, and volunteers to deliver well-organized, safe, and successful events.

• Plan, coordinate, and execute large and small City-sponsored events from concept through completion
• Serve as the lead staff coordinator for the City’s major annual events including Jug Tavern Fest, Celebrate Winder/America, Spooktacular, and the Christmas Parade, managing timelines, interdepartmental and intragovernmental coordination, vendors, volunteers, and on-site execution
• Coordinate event logistics including schedules, layouts, staffing needs, and on-site operations
• Assist with event calendars and timelines to ensure deadlines are met
• Works to facilitate community centered partnerships and community engagement

• Coordinate with vendors, performers, and service providers
• Assist with vendor contracts, permits, insurance documentation, and compliance requirements
• Track invoices, payments, and related documentation in coordination with Finance
• Maintain accurate records and files for all events
• Works to facilitate community centered partnerships and community engagement. Builds relationships with stakeholders, community business leaders and solicit partnerships as donors, volunteers, event sponsors and hosts.

• Manage event and facility reservation requests for City-owned spaces to include Jug Tavern Park, the Community Center, Colleen O. Williams Community Theatre, and other city venues to promote the City of Winder, community engagement, and regular community events
• Communicate policies, fees, and requirements to applicants
• Coordinate scheduling and approvals with internal departments
• Ensure proper documentation and follow-through for permitted events
• Recruit, coordinate, and communicate with volunteers for City events
• Assist with event staffing assignments and schedules
• Provide on-site coordination and support during events as needed

• Prepare post-event reports, including attendance, logistics notes, and recommendations
• Assist with tracking event metrics and operational outcomes
• Support budget tracking and expense reporting related to events
• Maintain event files and post-event documentation for major annual events to support continuity, process improvement, and future planning for recurring city events

• Plan event promotion, including print, digital media and social media.
• Assist with gathering event content (photos, basic information, highlights)
• Support event-related social media posting and follow-up as assigned

• Assist with evening, weekend, and holiday event coverage as required
• Other duties as assigned

• Strong attention to detail and organizational skills
• Ability to plan, prioritize, and manage multiple projects simultaneously
• Excellent written and verbal communication skills
• Ability to work collaboratively with staff, vendors, volunteers, and the public
• Comfortable following established processes and documenting work
• Ability to remain calm and solution-focused during live events
• Proficiency with standard office software (email, word processing, spreadsheets)
• Willingness to work…