Event Coordinator (As-Needed)

City of Santa Monica•Santa Monica, CA

1d•Onsite

About The Position

Plans, organizes, and coordinates events at outdoor sites and venues throughout the City, including Santa Monica Beach, the Pier, and the Annenberg Community Beach House. Communicates event requirements to division leads, venue staff, and other City departments. This is an as-needed temporary position without benefits. The eligibility list created through this recruitment may be used to fill Event Coordinator vacancies throughout the City during the life of the list. The coordinator independently manages complex events, including events involving extensive client contact, multiple days or locations, and substantial administrative work. The role supports clients from initial inquiry and venue tours through booking, event planning, delivery, and resolution of event-day issues. It also prepares event-related documents, coordinates operational and technical requirements, ensures compliance with contracts and applicable rules, contributes to marketing and venue communications, and provides technical or functional supervision to venue services assistants and operations staff.

Requirements

For Option A: Associate’s degree from an accredited college or university in business or public administration, arts management, theatrical production, recreation administration, or a closely related field, and three years of recent paid experience assisting with and/or planning and coordinating events. Additional relevant work experience may substitute for the required degree on a year-for-year basis.
For Option B: High school graduation or equivalent and five years of recent paid experience planning and overseeing events.
Experience must include heavy public contact.
Possess a valid Class C driver license or be able to use an alternative method of transportation when needed to perform job-related essential functions.
Knowledge of principles and techniques for planning and coordinating service requirements for exhibits and theatrical, educational, entertainment, sports, and industrial events.
Knowledge of public safety and emergency principles, health and fire codes, and related federal, state, and municipal laws and regulations governing public assembly facilities.
Knowledge of operation-specific safe work practices and procedures and applicable Cal OSHA regulations.
Knowledge of public relations, diplomacy, conflict resolution, and customer service; crowd control, security, concession service, parking, and event operations; event bookkeeping and cost estimation; event layout and floor-space planning; and event scheduling and booking.
Ability to communicate effectively orally and in writing; write reports, business correspondence, and financial summaries; present information and respond to questions; and provide effective customer service.
Ability to foresee, analyze, and resolve problems; anticipate and coordinate equipment, operations, and service needs; and read and interpret blueprints and floor plans.
Ability to calculate proportions, percentages, area, circumference, and volume; work independently and as part of a team under pressure; and work within tight, frequently changing deadlines.
Ability to monitor service quality and recommend improvements, ensure staff follow safety regulations and procedures, and maintain accurate and accessible correspondence and financial records.
Ability to use a Windows-based computer system, including Word and Excel, and applicable software applications.
Ability to establish and maintain effective working relationships with City employees, officials, contractors, outside agencies, and the public.
Ability to work effectively with people from diverse social, cultural, and economic backgrounds and with varied work styles, personalities, and approaches.

Nice To Haves

Experience coordinating events in a public or private community-oriented assembly facility is desirable.

Responsibilities

Plan and independently coordinate complex events, including events spanning multiple days or locations and requiring extensive client contact and administrative work.
Respond to client and patron inquiries and help prospective clients achieve their event goals.
Conduct tours for prospective clients.
Book events, reserve facility space, and request contract preparation.
Assist with developing and implementing marketing and sales strategies to generate leads and support future prospects for City venues.
Prepare proposals, permits, invoices, reports, scaled diagrams, event billing and cost estimates, and other venue-service documents.
Obtain, document, and communicate event requirements, including technical needs, physical setup, parking, insurance, electrical, telephone, and labor needs, to operations staff.
Serve as liaison between venues, clients, and patrons, and ensure compliance with contract terms, City policies and procedures, applicable City, County, and State regulations, fire and health regulations, and safety codes.
Remain accessible during assigned events and respond to and resolve client and patron problems or complaints while maintaining a high level of customer service.
Conduct research, studies, and surveys and make policy and procedure recommendations.
Provide technical and/or functional supervision to venue services assistants and operations staff.
Coordinate and document delivery of equipment to City departments.
Oversee and coordinate venue communications, including websites, event calendars, newsletters, electronic signs, brochures, and informational materials.
Perform other duties as assigned.