Special Events Lead: Fundraising & Public Programs

Forever Balboa Park; San Diego (CA); Vor Ort; USD 40.000 - 64.000; Vollzeit

Benefits dieser Stelle

401(k) matching

Dental insurance

Health insurance

Paid time off

Vision insurance

Zusammenfassung

Forever Balboa Park is seeking a highly organized, proactive Special Events Coordinator to support the development and operation of its growing Event Concierge Services program, as well as the planning and execution of fundraising events, cultural activations, and special projects throughout Balboa Park.

The ideal candidate is a resourceful problem-solver who can independently manage assigned projects from planning through execution while collaborating with the Special Events Manager on larger

Qualifikationen

• 2–4 years of experience in event planning, production, program coordination, project management, or a related field.
• Ability to independently coordinate stakeholders and meet deadlines.
• Excellent organizational, communication, and problem-solving skills with attention to detail.
• Experience coordinating vendors, managing event logistics, and tracking budgets.
• Availability for occasional evenings, weekend, and holiday events.

Aufgaben

• Independently manage assigned events and programs from initial planning through execution and post-event wrap-up.
• Develop and maintain event timelines, budgets, production schedules, site plans, and operational documents.
• Coordinate vendors, equipment, rentals, staffing, signage, deliveries, and event setup and breakdown.
• Track deadlines, project milestones, and expenses while proactively identifying and resolving logistical challenges.
• Serve as an on-site event lead or point of contact, overseeing operations and troubleshooting as needed.
• Conduct post-event evaluations and document opportunities for improvement.
• Coordinate recurring public programs, seasonal activations, and community events that enhance the Balboa Park visitor experience.
• Manage program logistics, schedules, participant registration, and coordination with instructors, performers, and community partners.
• Collaborate with internal teams on program promotion, communications, and community outreach.
• Serve as a primary contact for vendors, service providers, performers, and participating organizations.
• Request proposals, compare quotes, coordinate agreements, and track vendor deliverables.
• Maintain vendor records, contact lists, schedules, and project documentation.
• Represent Forever Balboa Park professionally in meetings, site visits, and event communications.
• Assist with event permitting, approvals, and documentation.
• Prepare site plans, operational schedules, vendor information, and other required materials.
• Conduct site visits and walkthroughs to evaluate logistical and operational requirements.
• Support event load-in, execution, and breakdown while ensuring compliance with applicable City and Park requirements.
• Respond to inquiries, assist with site visits, and coordinate client communications.
• Maintain booking records, vendor information, and operational planning documents.
• Provide on-site management of weddings and private events.
• Maintain event budgets, expense trackers, invoices, and vendor payment records.
• Assist with contracts, purchase orders, expense reconciliation.
• Maintain project calendars, shared files, contact databases, and planning materials.
• Prepare meeting notes, event summaries, status updates, and reports.
• Collaborate with Institutional Advancement, Marketing, and Park Operations teams.

Kenntnisse

Event planning

Project coordination

Vendor management

Budget tracking

Communication

Organizational skills

Tools

Microsoft Office

Google Workspace

Project management tools

Jobbeschreibung

Forever Balboa Park is seeking a highly organized, proactive Special Events Coordinator to support the development and operation of its growing Event Concierge Services program, as well as the planning and execution of fundraising events, cultural activations, and special projects throughout Balboa Park.

The ideal candidate is a resourceful problem-solver who can independently manage assigned projects from planning through execution while collaborating with the Special Events Manager on larger