Event Coordinator (As-Needed)

City of Santa Monica; Santa Monica (CA); On-site; USD 55,000 - 75,000; Part time

Job summary

City of Santa Monica is seeking an Event Coordinator (As-Needed) to plan and manage events at outdoor sites and venues across the City, including Santa Monica Beach and the Annenberg Community Beach House.

The role communicates event requirements to staff, coordinates bookings, and assists in marketing strategies to generate leads. This temporary position offers no benefits and requires strong organizational and customer service skills.

Qualifications

• Three years of recent paid work experience planning and coordinating events.
• Experience in public or private community assembly facilities is desirable.
• Experience must have included heavy public contact.

Responsibilities

• Plan and coordinate complex events at multiple city venues.
• Respond to client inquiries and assist clients to achieve event goals.
• Book events, reserve spaces, and coordinate contracts.
• Prepare proposals, permits, invoices, and event-related documents.
• Coordinate equipment delivery and venue communications.

Skills

PC skills

Diversity awareness

Education

Associate degree

High school diploma

Tools

Microsoft Word

Microsoft Excel

Job description

Only the first 50 qualified applications will be accepted for further consideration.

Plans, organizes and coordinates activities for a wide variety of events at outdoor sites and venues throughout the City, including Santa Monica Beach, Pier and the Annenberg Community Beach House. Communicates event requirements to division lead staff, venue staff and other City departments.

NOTE: The eligibility list that will be established from this recruitment will be used to fill any Event Coordinator (As-Needed) vacancies that occur throughout the City during the life of the list. This is a temporary position without benefits.

Plans and independently coordinates the most complex events within the Division, including events which require extensive client contact, span over multiple days and locations and require heavy administrative details.

Responds to client and patron inquiries and assists potential clients in achieving their desired event goals. Conducts tours for prospective clients.

Assumes responsibility for booking events, reserving facility space and requesting contract preparation.

Assists in the development and implementation of marketing and sales strategies to generate leads and support future prospects for City venues.

Prepares and composes a variety of written materials including proposals, permits, invoices, reports, scaled diagrams, event billing and cost estimates, and other documents pertinent to venue services.

Obtains, documents and communicates event requirements, including technical, physical set up, parking, insurance, electrical, telephone and labor needs to operations staff.

Serves as liaison between the venue, client and patrons, and ensures compliance with terms of the contract, City policies and procedures City, County and State, fire and health regulations and safety codes.

Remains accessible during assigned events, responding to and resolving event problems or complaints from clients and patrons, maintaining a high level of customer service.

Conducts research, studies and surveys and makes policy and procedure recommendations.

Exercises technical and/or functional supervision over venue services assistants and operations staff.

Coordinates and documents the delivery of equipment to City departments.

Oversees and coordinates venue communications including website, event calendar, newsletters, electronic signs, brochures and informational materials.

Performs other duties, as assigned.

Knowledge of:

Principles and techniques used in planning and coordinating service requirements for a variety of exhibits and theatrical, educational, entertainment, sports and industrial events.

Public safety, emergency principles, health and fire codes, and related federal, state and municipal laws and regulations governing public assembly facilities.

Operation specific safe work practices and procedures and applicable Cal OSHA regulations.

Basic public relations, diplomacy, conflict resolution and customer service skills. crowd control principles, security, concession service, parking and operation needs of events.

Event bookkeeping and accounting principles and procedures of estimating event costs.

Principles and procedures of event layout and floor space planning.

Event scheduling and booking principles and procedures.

Ability to:

Communicate effectively both orally and in writing.

Write effective reports, business correspondence and financial summaries.

Effectively present information and respond to questions from clients, patrons, City staff and the public.

Provide effective customer service.

Creatively foresee, analyze, and resolve problems in a timely manner.

Anticipate, schedule and coordinate equipment, operations, and service needs for a variety of events.

Read and interpret blueprints and floor plans with a variety of instructions furnished in written, oral diagram, or schedule form.

Calculate figures and amounts such as proportions, percentages, area, circumference, and volume.

Function independently and as a member of a team, often under pressure.

Monitor the quality of service provided to clients and make recommendations regarding improvements in order to retain and attract clients.

Work within tight, frequently changing, multiple deadlines.

Ensure staff are compliant with all safety regulations and procedures.

Maintain accurate, accessible correspondence and financial records.

Effectively use a Window-based computer system, using Word and Excel.

Establish and maintain effective and cooperative working relationships with City employees, officials, contractors, outside agencies and the general public.

Work with persons from diverse social, cultural, and economic backgrounds as well as a variety of work styles, personalities, and approaches.

Skill in:

Using a personal computer and applicable software applications.

Working effectively with persons from diverse social, cultural and economic backgrounds as well as a variety of work styles, personalities and approaches.

Minimum Qualifications:

Option A

Education: Graduation from an accredited college or university with an associate’s degree in business or public administration, arts management, theatrical production, recreation administration or a closely related field.

Experience: Three years of recent, paid work experience assisting with and/or planning and coordinating events. Experience coordinating events in a public or private community-oriented assembly facility is desirable. Experience must have included heavy public contact. Additional relevant work experience may be substituted for the required degree on a year-for-year basis.

Option B

Education: Graduation from high school or the equivalent.

Experience: Five years of recent, paid work experience planning and overseeing events. Experience coordinating events in a public or private community-oriented assembly facility is desirable. Experience must have included heavy public contact.

Licenses and Certificates

Possession of a valid Class C driver license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

Inclusion & Diversity Statement

The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call [phone], TDD [phone] (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.