Special Events & Experience Supervisor

General Function:

Special Events & Experience Supervisor plans, organizes, and executes citywide events while managing budgets, vendor relations, to create memorable and successful experiences. Key responsibilities include budgeting, coordinating staff and third-party vendors, overseeing event logistics, managing on-site execution, and conducting post-event evaluations. This role requires strong skills in project management, communication, organization, problem-solving, vendor relations, and volunteers.

Reports To:

City Manager or Designee Supervisory Responsibilities:

Special Events Assistants Essential Duties and Responsibilities:

Plan, coordinate, and execute a wide range of City-sponsored events, programs, and community experiences — from small-scale gatherings to large festivals. Develop event concepts, timelines, budgets, and logistical plans ensuring alignment with City objectives and community engagement goals. Coordinate event permitting, vendor procurement, and contracts in compliance with City policies and procedures. Manage on-site event operations, including setup, execution, and breakdown, ensuring safety, quality, and professionalism. Oversee event staffing plans, including the assignment of City personnel, volunteers, and contracted service providers. Serve as the primary liaison between the event team and the City's Communications Division to ensure consistent messaging, branding, and promotional materials. Provide timely event information, creative briefs, and visual assets to support the development of press releases, social media campaigns, and community outreach. Work closely with internal departments (Police, Public Works, Parks, IT, Fire, etc.) to coordinate logistics and ensure compliance with City requirements. Engage with community partners, sponsors, and vendors to foster cooperative relationships that enhance event quality and reach. Utilize project management software, scheduling tools, and digital platforms to track event logistics, budgets, and communication workflows. Maintain and update event calendars, registration systems, and digital forms for participant engagement and vendor management. Assist in the implementation of technology-driven experiences, such as mobile check-ins, event apps, digital signage, or livestreaming components. Ensure all digital assets, such as vendor databases, sponsorship records, and post-event reports, are accurately maintained. Provide input to marketing and communications teams regarding key messaging, photography, video opportunities, and audience engagement strategies. Support the development of event promotional materials by providing relevant details, visuals, and success metrics. Gather and analyze public feedback to improve future events and enhance participant experience. Assist in the preparation and monitoring of event budgets, purchase orders, and invoices. Track expenses and sponsorship contributions to ensure fiscal accountability. Maintain records of contracts, permits, vendor agreements, and event documentation in accordance with City retention policies. Supervise assigned staff, contractors, or volunteers engaged in event setup, coordination, and community outreach. Provide training, mentorship, and guidance to event team members to maintain high standards of service delivery. Ensure all events comply with City ordinances, safety regulations, ADA requirements, and insurance standards. Coordinate with emergency services and risk management teams to develop contingency and safety plans. Monitor event operations for adherence to safety protocols and community standards. Performs other job-related duties as required by supervisor. All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.

Type of Appointment/Work hours:

Full-time/Regular in-person position. Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day or four (4) days of ten (10) hours per day. The workday may be varied for the efficient delivery of public service. Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays. Will be required to work occasional overtime or shift assignments, if applicable.

Requirements:

Bachelor's Degree in Parks and Recreation Management, Sports Management, Business Administration, or a related field from an accredited College or University is required. Five (5) to seven (7) years of experience in event and experience management required. Must be able to work evening hours and/or weekends. Exposure to inclement weather conditions (i.e., prolonged sun exposure, high temperatures, rain, etc.) Must be able to lift a minimum of 30 lbs. Must possess a valid state of Florida driver's license with a clean driving record. As a condition of hire, applicants must undergo a comprehensive fingerprint-based background screen for statewide and national criminal history records (i.e., a Level II background check).

Physical and Environmental Demands or Conditions:

The physical and environmental demands for this position have been listed on the last page of this description. Physical and environmental demands must be met to successfully perform the essential duties and responsibilities of this position.

Core Competencies:

Judgment

• Sound decisions based on fact; uses logic to solve problems. Quality of Work
• Performs work thoroughly, accurately, and professionally. Reliability
• Timely and consistently completes assigned work; consistently reports to work and is punctual. Safety
• Committed to ensuring a safe environment and complies with applicable safety standards. Technical Capability
• Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.

Work Authorization/Security Clearance:

The employee must successfully pass a background screening process and comply with the City's Drug-Free Workplace policy. The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.

Equal Opportunity Statement:

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.

Veteran's Preference Policy:

In accordance with Florida Statute 295.07, F.S., Chapter 55A-7, the City of Homestead complies with Florida law by providing Veterans' Preference in hiring. Qualified applicants, including veterans, spouses, widows/widowers, parents of service members, and current reserve or National Guard members, may receive hiring priority if they meet minimum qualifications and can perform the duties required. Veterans' Preference includes additional points on exams, prioritized placement on employment lists, and education waivers for certain qualified individuals. This preference ensures eligible candidates are considered fairly at all stages of the hiring process. For questions, contact the Human Resources Department.