Wilmette, IL – Special Events Coordinator

The Village of Wilmette is excited to announce the recruitment of a part-time Special Events Coordinator. This position offers an opportunity to play a pivotal role in planning and executing a variety of special events that bring our community together. The position will work under the supervision of the Assistant to the Village Manager and manage Village-sponsored community events in coordination with Village operating departments and other agencies and partners. This position requires flexibility in work hours for attendance at evening and weekend events. Work hours per week will vary based on time/season and upcoming events; however, work hours will not exceed 1,000 hours per year.

Wilmette is a beautiful, historic community located 16 miles north of downtown Chicago with convenient access to the Metra train station (Union Pacific North Line) which is steps away from Village Hall, as well as the CTA Purple Line. The community has approximately 28,000 residents and total area of 5.1 square miles. As a progressive organization, the Village is committed to making Wilmette a livable and welcoming community.

General Responsibilities:
The successful candidate will be responsible for performing a variety of duties related to managing Village-sponsored events, including vendor selection and contract management, financial oversight, and coordinating event operations. The individual will require excellent written and verbal communication skills to collaborate with staff, vendors, and various stakeholders to plan and execute special events.

Specifically, the Coordinator will:
• Facilitate all aspects of planning, organizing, and executing Village-sponsored special events;
• Develop and maintain calendar and playbook of special events;
• Coordinate and lead meetings to review event logistics and needs;
• Support marketing of event details with the Village’s Communications team;
• Serve as the main point of contact day-of the events;
• Coordinate and manage review of vendor applications, permits, and licenses;
• Manage vendor contracts, from vendor selection to final payout; and
• Support and assist staff in the Village Manager’s Office, as directed.

Village-sponsored events include but are not limited to:
• Winterfest (one Saturday, February)
• Wilmette French Market (Saturdays, April – October, attendance required for one date)
• Summer Concert Series (one Tuesday evening per month, June – August; Friday and Saturday evenings throughout summer)
• Wilmette Art Fair (one weekend, August)
• Wilmette Block Party (one Saturday, September)
• Holiday Happenings (one Saturday, December)
• Various cultural events sponsored by the Village’s Human Relations Commission (Events have included movie showings, speaker series, booths at the French Market, and cultural festivals)

Position Requirements:
The candidate will have a bachelor’s degree in event management, hospitality, or related field and a minimum of two years of experience related to community event planning is preferred. The candidate must possess a valid driver’s license.
Essential position requirements include the ability to effectively communicate both verbally and in writing, to interact with the general public in a courteous and professional manner, and the ability to prioritize, organize, and complete required duties timely and accurately. Candidate must be detail oriented, flexible, and a team player to develop positive working relationships with supervisors, co-workers, vendors, and the general public.

Knowledge of Wilmette and familiarity with past Village events is highly desirable.

Compensation and Benefits:
The starting hourly rate is $25.84 per hour and eight (8) hours of paid time off (PTO). After the initial 320 hours of time worked, an additional hour of PTO will be earned for every additional 40 hours worked. The 2024 Pay and Classification Plan is located on the Village’s webpage at: Employment Opportunities, Compensation and Benefits – Wilmette.

Selection Process:
The candidate will participate in interviews and undergo a reference check and a driver’s license record verification.

How to Apply:
Interested candidates should complete the online employment application found on Village’s Self-Service webpage at https://wilmette.munisselfservice.com/ess and attach your resume and cover letter. Employment applications will be reviewed as they are received. Paper submissions will not be accepted. The position remains open until filled.

The Village of Wilmette is committed to compliance with the Americans with Disabilities Act and is an Equal Opportunity Employer. Diversity, Equity, and Inclusion are critical to the Village’s success. The Village seeks to recruit the most talented individuals from a diverse candidate pool and strongly encourages applications to be submitted from all genders, all races, all sexual orientations, people with disabilities, and Military Veterans.