Creative Office Coordinator

THEME PARTY PRODUCTIONS LTD•Menlo Park, CA

8d•Onsite

About The Position

Theme Party Productions is an established event production company specializing in creating imaginative and impactful events for Northern California’s top businesses. Our 25,000-square-foot warehouse in Menlo Park is conveniently located off the Bayfront Expressway and Highway 101. We provide exceptional event design, custom décor, and prop implementation services. Our mission is to design, create, and transform venues while collaborating with industry leaders to deliver extraordinary events. The Creative Office Coordinator is a full-time, in-office role that blends graphic/print design with administrative and event support. This position plays a key role in supporting our sales and production teams by creating print and visual assets, developing floor plans, preparing proposals and pull sheets, and assisting with office coordination and event logistics. This is a hands-on, detail-oriented position for someone who is both technically skilled on the computer and creatively minded, with the ability to translate design concepts into real-world décor and event environments. While primarily office-based, this role will also support on-site event installations, especially during busy seasons. The ideal candidate is someone who can handle a mix of job responsibilities and wishes to grow their career in the special events industry.

Requirements

Minimum 3 years of experience in a related administrative and/or design role
Proficiency in Photoshop, Illustrator, and/or CorelDRAW
Experience creating print-ready files and working with real-world applications of design
Proficient in Outlook, spreadsheets, and general office technology
Highly organized, dependable, and detail-oriented
Strong written and verbal communication skills
Ability to multitask, prioritize, and adapt to changing deadlines
Comfortable working independently as well as collaboratively within a creative team
Positive attitude and enthusiasm for the events industry
Ability to work standard office hours, with flexibility for occasional nights and weekends
Ability to perform light physical tasks related to office and event support

Nice To Haves

Strong eye for design with the ability to think creatively and practically
Bachelor’s degree preferred but not required
Experience in the events, production, or hospitality industry is a plus

Responsibilities

Design print and graphic materials for events, including signage, labels, décor elements, and presentation graphics
Create and edit floor plans using CorelDRAW and Adobe Illustrator
Assist with creative concept development for event décor and print applications
Prepare visual assets for proposals and client presentations
Ensure designs translate effectively from digital files to physical, on-site execution
Print and mount all artwork using a large-format inkjet printer
Answer incoming phone calls and provide professional, customer-focused communication
Assist with proposals, pull sheets, and inventory lists for events
Order event-related items such as tables, chairs, linens, and other rentals or supplies
Maintain office organization, filing systems, calendars, and shared resources
Communicate effectively with internal teams, vendors, and warehouse staff
Manage multiple projects simultaneously while meeting deadlines and maintaining attention to detail
Occasionally assist on job sites during events, particularly during peak seasons
Support décor setup, styling, and placement as needed
Participate in weekend or evening event work when required (overtime and double-time paid per policy)