SPECIAL EVENTS EXPEDITOR

Salary : $72,592.00 - $112,548.80 Annually
Location : Cary, NC
Job Type: Regular, Full-Time
Job Number: 27-02709
Department: Public Works
Division: Facilities Management
Opening Date: 11/13/2026
Closing Date: 11/27/2026 11:59 PM Eastern
FLSA: Non-Exempt
Bargaining Unit: N/A

Description
Cary's ability to deliver memorable community gatherings is built on collaboration across Town departments, vendors, and event organizers. Working alongside various Town departments and outside contractors, the Special Events Expeditor serves as the lead contact and coordinator for a variety of Town-sponsored special events and activities. This role leads both hands-on event setup and behind-the-scenes logistical coordination to ensure every event runs smoothly from start to finish.

Special Events Expeditors perform difficult organizational and supervisory work to provide logistical support for Town activities. Key responsibilities include planning event layouts, developing cost estimates and budgets, scheduling equipment and facilities, coordinating event traffic control, setting up stages and sound/lighting equipment, and preparing post-event cost reports. We are seeking a candidate with exceptional organizational and supervisory skills who can lead diverse work teams and is passionate about providing exemplary service to the community. If you are looking to step into a collaborative environment and play an active role in bringing community events to life, this may be the place for you!

Work is performed independently under the general supervision of a Facilities Coordinator. The work schedule requires weekend work and/or a flexed schedule. Employees are key members of the Adverse Weather Response team assisting in necessary tasks during or following weather events.

Typical Tasks

Communicates with event organizers and arranges for support staff;

Secures event items and coordinates the work of vendors and contractors;

Develops cost estimates for event support and preparation;

Prepares budget and purchases items;

Prepares cost reports for events accounting for all staff, outside contractors, and equipment costs;

Meets with departments to determine staffing and equipment for events; schedules equipment and facilities; assigns work and manages outside contractors;

Organizes and directs Town support staff during the event to perform such tasks as setting up tables, chairs, stages and podiums;

Sets up and operates sound equipment lights and stage sets/decoration;

Supervises the setting up of traffic control and directs traffic;

Pre-plans event costs with event organizer; submits final cost information for each event to close work orders; insures accuracy of event support data;

Plans events;

Serves as lead contact and coordinator for all town events special events Lazy Daze, Spring Daze, Cary Road Race, as well as other festivals, concerts and special events;

Supervises temporary and regular employees participating in setting up an event including weekend staff;

Coordinates the assistance of employees from other Public Works divisions;

Conducts performance reviews for regular staff;

Insures that facilities and grounds are clean and orderly after events are completed;

Maintains records and reports on events;

Enters and verifies payroll timesheets;

Maintains a calendar of regularly scheduled events;

Assists other town staff during hazardous weather events;

Performs other job-related tasks as required.

Knowledge, Skills and Abilities

Knowledge of equipment and supplies associated with events such as stages, sound and light equipment, barricades, and traffic control devices; Knowledge of special resources related to special events; Exceptional organizational skills; Ability to coordinate and oversee the work of others; Ability to interact tactfully with the public; Ability to lay out events effectively; Ability to set up and operate event related equipment; Ability to be flexible; Ability to oversee the work of contractors; Ability to organize and schedule event support needs; Ability to plan events; Ability to maintain complete records; Ability to develop and assign costs to events; Ability to work effectively in a team environment; Ability to prepare reports; Ability to understand and follow written and oral instructions.

Minimum and Preferred Qualifications
Any combination of education and experience equivalent to an associate's degree in business administration, parks and recreation administration, or related field, and considerable experience in event management. Extensive experience in event management may be substituted for the degree.
Must possess a valid drivers license with an acceptable driving record.

Must be at least 18 years old.Physical Requirements
Work in this class is medium to heavy work and may require exposure to various environmental conditions such as heat, cold, and rain. An employee must have the physical agility to move about freely including climbing stairs and ladders, walking for long periods and the endurance necessary to operate equipment. Moderate to heavy lifting is required in performing the work. Visual acuity is necessary to observe violations, perform paperwork, and set up for events. An employee must also be able to hear, talk and smell.

Special Requirements
Requires possession of a valid driver's license with an acceptable driving record

National Incident Management System (NIMS) ICS 100 and ICS 700 training/certification required (provided)

Possession of a valid Class "A" Commercial Driver's License (CDL) is preferred

Conditions of Employment
Requires drug testing and background check (which may include criminal history check, SBI finger-printing, motor vehicle records check, education verification and credit history review) and satisfactory reference checks prior to employment.

Regular Full-Time Employees
Cary is pleased to provide excellent, competitive, and comprehensive benefits to serve the needs of our employees and their families.
Because Cary believes that employees are one of our most important resources, significant dollars (averaging about 40% of annual salary per employee) are spent each year on employee benefits.
All regular full-time employees of Cary are eligible, and benefits coverage for new employees and family members is effective upon an employee's hire date.
01

Do you currently possess a valid driver's license with an acceptable driving record?

• Yes
• No

02

Are you a high school graduate or have a GED?

• Yes
• No

03

Are you 18 years of age or older?

• Yes
• No

04

How many years of experience do you have planning and supporting events? (This experience should be reflected in the work history portion of this application.)

• Less than 1 year
• Between 1 and 3 years
• Between 3 and 5 years
• More than 5 years

05

How many years of experience do you have leading a team? (This experience should be reflected in the work history portion of this application.)

• Less than 1 year
• Between 1 and 3 years
• Between 3 and 5 years
• More than 5 years

06

Do you have experience managing a full work order lifecycle-from office planning and mobile field execution to customer follow-up?

• Yes
• No

Required Question