Wheaton Park District, Special Event Manager

District mission, vision and core values

Mission:
To create vibrant, welcoming spaces and activities that inspire fun, foster connection, strengthen the community, and enrich well-being for all.

Vision:
To be the community leader in offering fun and inclusive experiences inspired by nature, powered by creativity, built on collaboration, and guided by integrity.

The district is seeking a skilled Special Event Professional to coordinate and deliver a diverse portfolio of community events. Working closely with the marketing team and other agency departments, this individual will manage event planning, logistics, promotions, budgeting, revenue targets, on-site execution, and post-event review. The annual schedule features community festivals, a summer concert series, 5K races, and additional events as assigned.

Reporting Relationships:
The Special Event Manager reports to the Director of Marketing. The Special Event Manager has two (2) direct reports including Special Event Coordinator and Special Event Assistant in addition to approximately 12 summer seasonal part time staff.

Minimum of a bachelor’s degree from a four-year college or university with concentration in business, hospitality, marketing, communications, special event management, recreation administration, or related field. A background in community event planning and execution with a minimum of five (5) years’ experience in marketing management, public and media relations, and event planning/management. Experience with Microsoft Office Suite, methods of mass distribution via email, event and ticketing software and social media knowledge required.

Must be able to lead, manage, and motivate assigned staff. Must have great problem solving, analytical, organizational, interpersonal, and written and verbal communication skills. Must be able to multi-task and work calmly and effectively under pressure. Must be willing to work evenings and weekends for after-hours special events and board meetings. Evidence of a commitment to continuing education and professional development preferred.

• Design, manage, and execute special events for facilities to include event permitting, budgets, EMS plans, and on-site logistics. Events include, but are not limited to the Cream of Wheaton Festival, Summer Concert Series, Superhero Fun Run, Shakespeare in the Park, Cosley Zoo Run for the Animals, Reindeer Run, and other events as assigned.
• This position must maintain a positive relationship and work closely with community partners, event entertainers, vendors, volunteers, city departments, public and community agencies as required to facilitate events.
• Create sponsorship materials and secure sponsors for facilities and special events.
• Work with special committees to coordinate promotion of special events and volunteer recruitment.
• Work with vendors on marketing and special event materials, following through proofs, printing, and delivery.
• Represent and maintain professional and positive relations with the media.
• Distribute printed materials as necessary in a timely manner as it relates to special event timeline.
• Manage and record event revenue and expenses.
• Collaborate with other departments and divisions within the district.
• Work closely with graphics and web staff to maintain and update materials and content on website in a timely manner.
• Hire, train, manage, lead, coach, direct, schedule, evaluate, and provide feedback for assigned staff to ensure efficiencies in department operations and to make sure it is run in accordance with District policies and procedures as well as the Department of Labor Laws.
• Contribute to a feedback rich environment.
• Provide high quality customer service in a professional manner to the internal customer that will facilitate team building and exceptional customer service to the external customer.
• Follow Wheaton Park District policies, procedures, and guidelines.
• Proactively support the Districts Mission, Vision, and Values.
• Strive for continuous improvement of systems and self.
• Maintain good safety awareness and…