Job Title: Special Events Specialist
Department: Marketing
Reports to: Marketing and Communications Director
FLSA Classification: Exempt
Location: Rustad Recreation Center, 601 26th Ave E, West Fargo, ND?
Summary:
The Special Event Specialist is responsible for the planning, coordination, execution, and evaluation of district wide special events throughout the calendar year. This position leads the delivery of established and approved special events, develops vetted recommendations for future events, and ensures events are feasible, coordinated, and aligned with district capacity, facilities, and strategic priorities. The role requires strong cross department collaboration, clear communication, firm internal deadlines, vendor and volunteer coordination, and accurate data tracking and reporting.
- Lead the planning, coordination, and execution of district special events from concept through completion.
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Serve as the primary point of coordination for assigned special events.
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Ensure timely communication, planning deliverables, and collaboration with all impacted departments.
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Manage vendors, volunteers, sponsorship support, and event logistics.
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Track attendance, participation, volunteer hours, and event outcomes.
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Prepare required reports, summaries, and board related documentation.
Supervisory Responsibilities
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Occasional part-time or temporary staff.
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Event specific volunteers as assigned.
Other Duties
Event Planning and Development
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Ensure all events are thoughtfully designed, operationally feasible, and aligned with district capacity, facilities, and strategic priorities.
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Develop and present well researched recommendations for new or modified events, including operational considerations, resource needs, and budget impacts.
Cross Department Collaboration
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Collaborate proactively with internal departments to ensure early alignment on event scope, logistics, staffing, safety, and facility use.
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Foster effective communication and coordination throughout the planning process to support smooth event delivery and reduce operational challenges.
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Serve as a central point of coordination to ensure shared understanding and accountability among all involved teams.
Planning Standards and Deliverables
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Develop and maintain comprehensive event plans, timelines, and documentation to support consistent and successful execution.
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Ensure planning materials and operational details are communicated clearly to allow adequate preparation across departments.
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Maintain adherence to established internal deadlines to support efficient and effective operations.
Vendor, Sponsor, and Partner Coordination
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Coordinate with external vendors and partners to support event operations, ensuring timely communication and fulfillment of agreed upon deliverables.
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Support event related sponsorship efforts in collaboration with leadership and in accordance with district and foundation guidelines.
Volunteer Coordination and Support
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Coordinate the recruitment, scheduling, and oversight of event volunteers to support successful event delivery.
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Ensure volunteers clear the background process, receive appropriate information, training, support and that all applicable policies and procedures are followed.
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Coordinate outside volunteers seeking to do volunteer projects with appropriate department and centralize data upon completion.
Data Tracking, Evaluation, and Reporting
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Collect, maintain, and analyze attendance, participation, and volunteer data for assigned events.
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Prepare post event evaluations and summaries to inform continuous improvement and future planning.
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Contribute accurate and timely data for monthly, quarterly, and annual reporting requirements.
Communication, Reporting, and Professional Accountability
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Maintain clear, timely, and professional communication with supervisors, colleagues, vendors, and volunteers.
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Provide regular updates and documentation to support leadership meetings, board materials, and organizational reporting.
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Maintain organized records and documentation in accordance with district standards and practices.
Required Skills/Abilities
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Demonstrated ability to plan, coordinate, and execute multiple projects or events simultaneously while meeting established deadlines.
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Strong organizational skills with attention to detail and follow through.
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Effective written and verbal communication skills, including the ability to convey information clearly to internal teams, external partners, and the public.
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Ability to collaborate effectively across departments and work productively with diverse stakeholders.
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Ability to exercise sound judgment, problem solve and adapt to changing priorities.
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Ability to work independently with minimal supervision while maintaining accountability to established expectations.
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Proficiency in standard office technology, including Microsoft Office applications and shared document platforms.
