Event Planner - Vestavia Hills
Event Planner - Vestavia Hills
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Job Description
TARGET CLOSE DATE:
09/15/2025PAY GRADE:
Grade 18TYPE:
Full timeJOB SUMMARY:
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 & BENEFITS:
The City of Vestavia Hills provide 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: $46612 - $72321
MINIMUM QUALIFICATIONS:
The following are job-related qualifications that are required for employment consideration for this position:
Option A:
Drivers 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).
Option B:
Drivers 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:
The following are job-related qualifications deemed desirable by the City of Vestavia Hills. These qualifications may be considered by the hiring agency when reviewing applications and inviting candidates to participate in subsequent steps in the selection processes.
Associates 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:
Plans and schedules 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.
Coordinates services for events such as accommodation and transportation for participants catering signage displays special needs requirements printing and event security.
Organizes 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.
Schedules events by updating venue event calendar using event management software or scheduling book to prevent rooms or venue from being double-booked.
Coordinates and oversees sporting entertainment or exhibition events and programs events by coordinating day-of and post-event activities.
Conducts walk-through prior to event time to ensure facility compliance requirements are upheld and event specifications conform to customer requirements.
Holds pre-event meeting with venue staff to review expectations of event and potential obstacles.
Confers with staff at a chosen event site to coordinate details.
Conducts post-event evaluations to determine how future events could be improved (e.g. correct number of event staff correct number of safety/security personnel).
Performs general administrative duties such as reviewing or producing reports letters or memos attending meetings and collecting and processing fees.
Collects venue and event related fees from customers or vendors to secure event space and/or services.
Creates 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.
PHYSICAL DEMANDS:
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 ENVIRONMENT:
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.EEO STATEMENT:
The Personnel Board of Jefferson Countyprovides 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. Each Merit System member city/agencyoperate its own equal employment opportunity policies available on the individual city/agency website.
ACCOMMODATION:
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 or phone at (select option 1) Monday through Friday 8:00 a.m. to 5:00 p.m. Central Time. The accommodation process is reserved solely for job seekers with disabilities requesting accessibility assistance or accommodation in the job application process.
NOTE:
This job posting may close before or be extended beyond the listed Target Close Date based on the employment needs of the Merit System. More detail regarding this job is available by clicking Apply.
DISCLAIMER:
This job posting is not meant to be an all-inclusive list of the job duties responsibilities or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.
Employment Type
Full-Time
