The Osceola Chamber
Job Description: Special Events Director
Position Title: Special Events Director
FLSA Status: Non-Exempt (Hourly; overtime eligible under applicable law)
Reports To: Executive Vice President
Position Summary
The Special Events Director is responsible for the planning, coordination, execution, and evaluation of Chamber events and programming. This role manages the Chamber event calendar, supports sponsorship development and fulfillment, coordinates with internal teams and external partners, and ensures that events are delivered professionally, on budget, and aligned with the Chamber’s strategic objectives.
Employment Terms
• This position is subject to an introductory period of ninety (90) days.
• Performance evaluations will be conducted at least annually and may also occur as business needs require.
• Compensation adjustments, bonuses, incentives, or other discretionary payments, if applicable, are determined at the sole discretion of the Chamber and are not guaranteed.
• Employment is at-will. Either the employee or the Chamber may end the employment relationship at any time, with or without cause or notice, in accordance with applicable law.
Essential Duties and Responsibilities
Event Planning and Execution
• Lead the planning and execution of Chamber events, including but not limited to the Annual Meeting, Three Kings Festival, Osceola Update, Viva Osceola, and Leadership Osceola Graduation.
• Support planning and execution of Area Council and coalition events approved by Chamber leadership.
• Coordinate member engagement events, including Membership Breakfasts, Business After Hours, Board and Trustee events, community engagement programs, and related Chamber activities.
• Maintain event planning timelines, generally three (3) to six (6) months in advance depending on the event size and complexity.
Calendar and Coordination
• Maintain and manage the master Chamber event calendar.
• Coordinate scheduling to reduce conflicts and maximize attendance, sponsorship value, exposure, and operational efficiency.
• Communicate event timelines, assignments, vendor needs, and internal deadlines to appropriate staff members.
Budget and Financial Coordination
• Develop, monitor, and manage event budgets in alignment with annual budget expectations and organizational goals.
• Coordinate with the Finance/Fiscal Manager to track revenue and expenses, confirm timely invoicing and collections, and support event-related financial reporting.
• Assist with maintaining records of event contracts, vendor commitments, sponsor deliverables, and financial transactions.
Sponsorship and Stakeholder Engagement
• Support the President/CEO and Chamber leadership in securing event sponsorships and partner commitments.
• Maintain professional relationships with sponsors, vendors, partners, volunteers, members, and community stakeholders.
• Ensure timely fulfillment of sponsor benefits and recognition obligations.
• Coordinate sponsor thank-you correspondence and other post-event follow-up communications.
Documentation and Reporting
• Maintain organized digital records of contracts, event materials, promotional assets, photos, recaps, and related documentation in appropriate shared folders.
• Prepare event recap reports within two (2) weeks after each major event, including key outcomes, photos, attendance, revenue/expense notes, sponsor fulfillment observations, and recommended improvements.
• Use ChamberMaster or the Chamber’s current CRM/event management system for event-related activity when appropriate.
Additional Responsibilities
• Support Chamber events and operations as needed according to the Chamber calendar.
• Perform other duties as assigned that are consistent with the general nature and level of the position.
Qualifications
Required or Preferred Experience
• Minimum of two (2) years of related professional experience in event planning, project management, nonprofit operations, hospitality, communications, or a related field preferred.
• Strong organizational, project management, and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and professionalism.
• Basic budgeting skills and financial literacy.
Technical Skills
• Proficiency with Microsoft Office or similar productivity tools.
• Experience using event platforms, CRM systems, or membership management systems preferred.
• Familiarity with design/marketing tools such as Canva, Adobe Creative Suite, Publisher, or similar platforms is a plus.
Professional Expectations
• Maintain a professional, respectful, and collaborative approach with staff, members, volunteers, sponsors, vendors, and community partners.
• Demonstrate reliable attendance, punctuality, follow-through, and accountability for assigned work.
• Exercise sound judgment, initiative, and discretion when representing the Chamber.
• Participate in team meetings and Chamber activities as needed.
• Maintain an organized workspace and assist with care of common and public areas related to event operations.
Work Schedule, Work Environment, and Physical Requirements
• This role is primarily office-based, with frequent responsibilities at event sites and partner locations.
• This position may require occasional early morning, evening, or weekend hours based on the Chamber event calendar.
• The employee must be able to stand, walk, and move during events and may occasionally lift or move light event materials weighing up to approximately twenty-five (25) pounds, with or without reasonable accommodation.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.
Equal Employment Opportunity Statement
The Osceola Chamber is an Equal Opportunity Employer. The Chamber prohibits discrimination, harassment, or retaliation on the basis of any characteristic protected by applicable federal, state, or local law.
Disclaimer
This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, qualifications, or working conditions. Responsibilities may change at any time based on organizational needs. This document does not create a contract of employment.
To apply, please send your resume to Cindy Lewis at cdlewis@theosceolachamber.com.
