Special Events Department Head

Redemption Church; San Jose (CA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Accrued Vacation

Front-loaded Sick Pay

Retirement Plan Options

Staff Appreciation Days with pay

Flex Days

Job summary

Redemption Church is seeking a Special Events Department Head in San Jose, CA to plan, manage, and execute all church events across campuses. You will oversee calendars, budgeting, vendor relations, decor, and on-site execution with cross-team collaboration.

The role requires 3–5 years of event planning/management, strong leadership, and excellent communication. Schedule is Mon–Fri, with availability for event days and occasional evenings. Reports to the CMO.

Qualifications

• 3-5 years of experience in event planning or management
• Leadership experience preferred
• Strong budgeting and vendor management skills
• Proven ability to coordinate multiple stakeholders and timelines

Responsibilities

• Plan, manage, and execute all aspects of events and conferences across campuses
• Create and manage annual event calendar and use planning tools like Outlook/Asana
• Develop budgets, monitor expenses, and manage vendor relationships
• Coordinate marketing, print needs, digital assets, and social media for events
• Oversee décor, staffing, load-in/load-out, and on-site event execution
• Manage registration, check-in, and attendee communications
• Collaborate with hospitality, catering, venues, and VIP teams
• Lead VIP hosts and staff, including training and scheduling
• Ensure compliance with insurance and safety policies
• Attend weekly and biweekly production and coordination meetings

Skills

Event planning

Project management

Budget management

Vendor management

Marketing & promotion

Communication skills

Leadership

Problem solving

Attention to detail

Customer service

Creativity

Technical proficiency

Event management software

Microsoft Office

Team player

Tools

Asana

Planning Center

Microsoft Office Suite

Job description

San Jose, United States | Posted on 08/27/2026

• Industry Nonprofit Charitable Organizations
• Work Experience 4-5 years
• City San Jose
• State/Province California
• Country United States

Job Description

Position: Special Events Department Head

Reports To: CMO

Schedule: Monday – Friday, 9:00am – 6:00pm, 40 hours a week

Responsibilities :

• Responsible to plan, manage, and execute all aspects of all special events, special services, and annual conferences for San Jose and Greenville Campuses encompassing at a minimum of 9-10 special services per c ampus ; 4 major conferences between the c ampuses ; and 14-15 special events per c ampus for 150-3000+ attendees
• Set and manage annual calendar of events for the organization, special services, and conferences for San Jose and Greenville Campuses ; add to Outlook for all staff; manage updates and changes to annual calendar in Asana
• Create and manage systems, communications, and tasks in Asana and CCB for managing and executing all aspects of the special events and hospitality areas below
• Implement vision from Senior Pastors and Creative Team objectives, budget, and preferences per event and execute each event per coast
• Manage and oversee creative decoration for each event per coast and manage the creative staff lead to ensure all deadlines are met, orders are timely placed, received and organized on each coast; layouts per room are completed, volunteer and load-in and load-out schedules are created and communicated, and coordinate with facilities teams on each coast
• On-site management of load-in process of all areas per event to ensure creative vision for event is properly implemented
• Create schedule and timeline of all activities for staff and volunteers to follow during events from pre-event preparation, to load-in on day of event, and load-out of all décor , supplies, and equipment post-event
• Communicate and coordinate marketing and social media plan, all print needs, digital assets, and content per event with the marketing director and social media director
• Organize and coordinate merch or product sales per event as needed for the department, conference, or guest speaker; work with Redemption Merch team to organize needed volunteers and set up, layout of merch sales area
• Plan and develop all banquet event orders and hospitality menus, communicate and coordinate with Hospitality Department Heads each coast to develop menu, budget, contract, and coordinate/implement all catering needs per event
• Set up and manage registration for all attendees as required per event; manage the registration process, respond to inquiries from attendees, prepare attendance check-in reports for check-in team. Recruit, manage and train check-in team volunteers for all areas – general check-in, Redemption Fellowship, VIP/Friends & Family, guest speakers
• Communicate with all vendors and suppliers before, during, and after event
• Develop and manage the overall budget per event; restructure budget as needed to incorporate changes throughout event
• Troubleshoot challenges or changes throughout the event process that arise to ensure event is properly executed
• Oversee and coordinate venue layout for hospitality and facilities departments that work during and clean up after events
• Manage all aspects of each event and act as onsite manager during load-in to ensure all events are delivered effectively and professionally. For West Coast events, be available for all calls, questions, texts, and email/asana communication before, during, and after event to be sure event is properly executed.
• Ensure that events comply with company policies regarding proper insurance and safety standards
• Develop and maintain structure and training for VIP-Experience Teams on both coasts to act as personal hosts, greeters, servers, Green Room hosts, parking attendants, transportation hosts, for all VIPs, speakers, guests per event; communicate and coordinate all needs per individual event to team to ensure appropriate execution and standards are met
• Manage Special Events volunteers for both c ampuses ; onboard new volunteers; meet and communicate with team volunteers as needed per event; manage west coast team to ensure new volunteers are onboarded and receive communication and training
• Weekly meeting with San Jose special event volunteer captain to ensure proper communication and direction given per event
• Weekly meeting with Creative Director on all events for both coasts to ensure timely marketing plan is implemented; review content for marketing and promotion; manage deadlines, print needs, digital assets
• Weekly production meeting with Media Director & team to review current and upcoming events to maintain, plan, communicate, and execute all media support needed for event for both coasts from stage, special lighting, music selections, playlists, entertainment or guest requests and riders
• Weekly meeting with hospitality and experience department heads to review current and upcoming events to ensure all details are properly communicated and executed
• Biweekly meeting with VIP Experience Teams to review current and upcoming event needs are properly staffed and trained for each c ampus
• Travel to San Jose Campus as needed to manage events

EVENT APPROVAL PROCESS COORDINATOR :

• Create and manage process for approving all event requests from all departments on San Jose and Greenville Campuses , which includes all department meetings, classes, and events for all departments; respond to staff inquiries; ensure all approved events are added to the Planning Center calendars for San Jose and Greenville Campuses and that there are no conflicts. Ensure all event requests have an approved P O before confirming the event is approved; communicate to all departments requested to support each event that the event is approved; follow up with event requestor to ensure all support forms are completed in teams and all departments are communicated with that have been requested to support the event

OTHER:

• Reconcile all charges for S pecial E vents D epartment
• Other duties and special projects as assigned

Requirements

Requirements:

• Experience: Typically, 3-5 years of experience in event planning or management, with at least 1-2 years in a leadership role.
• Skills and Competencies
• Event Planning: Strong knowledge of event planning processes, from concept to execution.
• Project Management: Ability to manage multiple tasks and projects simultaneously, with strong organizational and time management skills.
• Budget Management: Experience in creating and managing event budgets, including cost estimation, tracking expenses, and ensuring events stay within budget.
• Vendor Management: Ability to source, negotiate, and manage relationships with vendors, including catering, entertainment, and venues.
• Marketing and Promotion: Understanding of event marketing strategies, including social media, email campaigns, and partnerships.
• Communication Skills: Excellent verbal and written communication skills to interact effectively with clients, team members, and vendors.
• Leadership: Proven ability to lead and motivate a team, including delegating tasks and providing direction.
• Problem-Solving: Strong problem-solving skills to handle unexpected issues that arise during events.
• Attention to Detail: High attention to detail to ensure all aspects of an event are executed flawlessly.
• Customer Service: Strong focus on customer service to ensure client satisfaction.
• Creativity: Ability to come up with creative ideas and solutions to enhance the event experience.
• Technical Proficiency:
• Event Management Software: Familiarity with event management software and other relevant tools . Asana , Planning Center
• Microsoft Office Suite: Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Personal Attributes:
• Flexibility: Willingness to work irregular hours, including evenings, weekends, and holidays, as events often require. PST and EST time zone differences .
• Physical Stamina: Ability to handle the physical demands of event setup, coordination, and teardown.
• Team Player: Collaborative mindset with the ability to work well with others under pressure.

• Accrued Vacation, front-loaded Sick pay,
• Retirement Plan Options
• Staff Appreciation Days with pay as provided by Leadership
• Flex Days as provided by Leadership/ Supervisor