Full-Time DDA Event Coordinator / Administrative ...

Apply Online Here The DDA Event Coordinator / Administrative Assistant, under the direction of the DDA Director, is responsible for supporting the planning, coordination, and implementation of activities and programs within the Downtown "R" District and for City-sponsored events as assigned. This position provides comprehensive administrative, clerical, and event-support services to ensure smooth operations of the DDA office and successful execution of community events. The role requires a dynamic, organized, and collaborative individual capable of working both independently and as part of a team in a fast-paced environment. The position routinely supports economic development initiatives, which may involve access to confidential, sensitive, or proprietary information related to business recruitment, redevelopment projects, negotiations, and partnerships. As such, the employee must demonstrate a high degree of professionalism, discretion, and ethical judgment and may be required to execute and comply with non-disclosure and confidentiality agreements as a condition of employment. ESSENTIAL DUTIES AND RESPONSIBILITIES:Event Coordination Duties Assists with the full organization, planning, scheduling, and coordination of DDA events and City-sponsored events and activities. Provides on-site logistical support before, during, and after events, ensuring smooth and efficient operations. Serves as a positive, professional, and encouraging representative of the DDA to residents, businesses, vendors, and attendees. Assists in planning, preparing, and facilitating activities at designated event sites. Manages, tracks, and maintains event equipment inventory, ensuring all items are returned, stored, and documented properly. Supports vendor coordination, community outreach, and communication efforts related to event promotion. Administrative Assistant Duties Performs a wide range of administrative and clerical functions, including answering phones, scheduling meetings, drafting correspondence, maintaining files, and preparing documents and reports. Assists with budget tracking, invoice processing, purchasing requests, and maintaining accurate financial and administrative records for DDA operations. Provides office support to the DDA Director and Event Committee, ensuring timely completion of tasks, follow-ups, and project coordination. Maintains calendars, event timelines, contact lists, and project documentation to ensure organized and efficient workflow. Supports communications by helping prepare agendas, meeting minutes, public notices, and marketing materials related to DDA programs and events. General Duties Completes and submits required weekly timesheets and other administrative forms. Participates in daily work assignments and supports operational needs as directed. Maintains positive working relationships with the DDA Director, City staff, volunteers, community partners, and event committees. Performs other duties as assigned. The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. SUPERVISORY RESPONSIBILITIES: None. QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. One year of related experience; or an equivalent combination of education and experience is preferred but not required. Experience in event planning, event coordination, hospitality, or administrative support roles is highly desirable. EDUCATION and/or EXPERIENCE: Education: Proof of current enrollment in High School Diploma or equivalent Experience: One year of related experience; or equivalent combination of education and experience is preferred but not required. LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of children, parents or employees of organization. Foul and/or offensive language will not be tolerated. MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals REASONING ABILITY: Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to accept and follow directions from their supervisors. CERTIFICATES, LICENSES, REGISTRATIONS: Valid Operator's License - Must be appropriately licensed to operate City-owned vehicle consistent with work assignment. OTHER SKILLS and ABILITIES: The ability to multi-task; ability to establish effective relationships with employees, supervisors and the event attendees.

Created: 2026-03-10