Special Events Coordinator – Non-Profit Talent



Downtown Pittsburgh Partnership

Department: Special events
FLSA Status: Employee / Exempt

Summary of the position:

The Special Events Coordinator assists with the execution, supervision and planning of recurring and one-off special events around downtown Pittsburgh as well as major events such as Light Up Night and Picklesburgh. This entry-level position reports directly to the Director of Special Events while working closely with the Vice President of Special Events and the Director of Special Events. Additionally, this position will be responsible for coordinating core support for non-PDP events in Market Square.

Duties and responsibilities of the representative:

  • The Coordinator will assist with the weekly Farmers’ Market in the Market Square, including vendor management, sponsor services and entertainment, including on-site event management and part-time staff.
  • The Coordinator is responsible for responding to basic support requests for non-PDP events in Market Square and for coordinating support services, including billing.
  • Manage or support the planning and operation of venues for special events and recurring activations, such as Yoga in the Square, lunchtime and happy hour concerts, and the Saturday Night Market
  • Convenient execution of events including, but not limited to: setting up / taking down tents, tables and chairs, staffing information tents, power distribution, coordinating supplier locations and parking, equipment sound system, lighting.
  • Assist in the coordination of PDP’s Kidsplay program throughout the year, including programming, partnerships and on-site management of part-time staff and activations
  • Ensure that the deliverables of event sponsorship and funders are met on site during events.
  • Assist as required with the planning and operations of large scale PDP events, including Picklesburgh and Light Up Night, particularly with supplier communications and management
  • Assist as needed with logistics, promotional and entertainment details for the holiday season and market; monitoring of on-site personnel during event operations
  • Support the marketing department by assisting in the production of annual events, including downtown condition and the annual meeting
  • Other duties as required and assigned.

General skills and experience

  • Highly motivated, detail-oriented and results-oriented
  • Professional customer service or related full-time experience highly preferred
  • Some event execution experience and a good knowledge of basic equipment and logistics is preferred
  • Able to manage multiple projects and deadlines
  • Autonomous but able to work collectively as a team
  • Able to oversee a project from start to finish or jump halfway
  • Willingness to work outdoors in the elements (heat, rain, cold temperatures, etc.)
  • Ability to work irregular and long hours as needed, including early mornings, evenings and weekends
  • Must be able to professionally represent PDP to the public, municipal authorities, sponsors and corporate contacts
  • Able to apply the rules tactfully when needed
  • Computer literacy in Microsoft Office
  • Excellent oral and written skills required to communicate effectively with all levels of staff and outside constituents
  • High school diploma required; some favorite college
  • CV and professional references required

Salary range from $ 31,000 to $ 36,000, commensurate with experience, as well as a full package of benefits. PDP compensation includes health insurance, flexible expense accounts, 401k, life insurance, short and long term disability, and Healthy Ride PGH membership.

Resumes and cover letters for the Special Events Coordinator will be reviewed as and when the position is filled and should be submitted to [email protected]


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