An Event Planner coordinates promotional sales events, professional meetings and family events. Works with clients, develops event plans and budgets, finds appropriate sites, contracts for services and supplies, coordinates with on-site staff, oversees finances and assists during an event.
The Special Events Assistant - Race Specialist supports the Special Events Committee in the planning, coordination, and execution of race-based special events, including fun runs, competitive races, and endurance events hosted by the Clear Creek Metropolitan Recreation District (CCMRD). This position focuses on race logistics, course planning, participant experience, safety coordination, volunteer management, and event-day operations. The role emphasizes cost recovery, operational excellence, risk management, and high-quality experiences for participants, volunteers, and spectators. The Race Specialist serves as a knowledgeable and professional CCMRD representative at all race events and community engagements.
ESSENTIAL DUTIES
Closely collaborates with the Special Events Coordinator and the Special Events Committee to ensure that all Special Events are well planned and executed, attaining a consistent standard of quality, with the goal of 100% cost recovery. Manages race-specific planning, including course design and layout, start/finish line logistics, aid stations, timing coordination, participant flow, and post-race activities. Coordinates race logistics such as permits, road or trail use approvals, traffic control needs, equipment rentals, course signage, barricades, cones, and safety supplies. Supports vendor coordination for timing services, medical support, entertainment, equipment rentals, and other race-related services. Manages race registration setup and management, including packet pickup logistics, waiver compliance, and day-of participant check-in. Supports the recruitment, training, scheduling, and on-site supervision of race volunteers, including course marshals, aid station staff, and finish line support. Provides hands-on event-day leadership to ensure races operate safely, efficiently, and according to the event timeline. Collaborates with the CCMRD marketing team to create and execute multifaceted promotional endeavors, and a successful strategy for securing strong participation and event engagement. This includes all race-related marketing materials, flyers, signage, social media posts, and website content. Contributes to the development and execution of the annual race calendar, including single-day and multi-event race series. Assists with sponsorship fulfillment and recognition specific to race events, including signage, announcements, and participant materials. Contributes to the planning and facilitation of non-race Special Events, alongside the Special Events Committee, and under the direction of the Special Events Coordinator. Attends community events as a CCMRD representative to promote events and other CCMRD offerings, while contributing to CCMRD's involvement as a key stakeholder in the local community. Completes a minimum of one Manager on Duty ("MOD") shift per week at the Clear Creek Recreation Center, providing team support and problem solving as needed. Assists with event setup, execution, and breakdown, including logistics, signage, supplies, and clean-up, as a member of the Special Events Committee. Provides on-site support during events, ensuring a welcoming and organized environment for attendees and event volunteer staff alike, as a member of the Special Events Committee. Promotes events through community outreach, social media, flyers, and bulletin boards. Represents CCMRD in a professional and friendly manner. Other duties as assigned..
SPAN OF SUPERVISION
Reports to the Special Events Coordinator Contributes to the supervision of Special Event support staff and volunteers
SKILLS & QUALIFICATIONS
Must possess a high school diploma or equivalent. Must possess excellent written and verbal communication skills. Must be highly organized with an attention to detail. Must possess knowledge and aptitude with computers and computer software. Must possess a valid Colorado driver's license. Must be a self-starter, and able to stay focused throughout each shift.
EXPERIENCE
Experience with the Google Workspace preferred. Previous special events experience is preferred. Previous experience working with community organizations, vendors, and sponsors preferred. Previous experience with social media and promotions preferred. Experience with Canvas is preferred.
PHYSICAL & MENTAL REQUIREMENTS
Must have the ability to maintain precision, alertness, judgment, reasoning, patience, and imagination. Must be a problem solver. Position requires attention to detail, often in a busy, office environment where noise and interruptions prevail. May be required to occasionally assist in stacking and lifting to a maximum of 50 pounds. Must be able to work as a team member in a diverse work environment. This position involves indoor and outdoor work, exposure to varying weather conditions, and interaction with diverse community members. Flexibility in scheduling is required, especially during peak event seasons.
