Event Operations Coordinator

California Center for the Arts•Escondido, CA

1d•Onsite

About The Position

The Event Operations Coordinator plays a vital role in supporting the management and execution of events at the CCAE. This position reports directly to the Director of Event Operations and assists in planning in-house, presented season, and community events. This role is primarily an event support role, which will regularly require a flexible schedule to accommodate events taking place on evenings and weekends.

Requirements

Excellent written, communication, interpersonal, and customer service skills.
Ability to proofread.
Strong attention to detail and ability to accomplish multiple priorities in a fast-paced work setting.
Computer skills with the ability to use various programs, including Google Suite, DocuSign, PayPal, Artifax, Patron Manager, and WordPress
Knowledge of contract review
Availability on nights and weekends when shows occur
Discretion in backstage areas around performing artists
Driver’s license
Minimum of an Associate's degree
At least 2 years of relevant experience in the restaurant, catering or hospitality field

Nice To Haves

Experience in the performing arts, visual arts, and hospitality is preferred but not required.
Nonprofit experience desired, but not required.

Responsibilities

Ensure that all event logistics, from setup to breakdown, run smoothly and efficiently.
Communicate with pertinent departments to discuss event requirements in advance.
Create estimates and settlements for all In-House Events.
Ensure all In-House Events and associated documentation is stored in Caterease, Artifax, and Google Drive.
Prepare and distribute BEO’s for In-House Events.
Assists with special event setups and breakdowns. This includes: table setup, chair setup, decorating, etc.
Oversee catering and dressing room needs of the artist(s), staff, and vendors
Provide estimates and execution of the needs outlined in each artist’s hospitality rider(s).
Create Hospitality Settlements for each event
Utilize personal vehicles to shop for hospitality items and pick up catering.
Acts as a runner for shows as needed. Runner duties include errands as requested by the tour manager. Also includes occasional pick-up and drop off of artists and touring personnel from hotel and venue.
Clean-up and organization of hospitality equipment and dishes post show.
Maintain a clean and orderly prep kitchen.
Maintain clean and orderly wardrobe rooms.
Keep linens and towels washed, folded, and in-stock.
Helps with special event setups and breakdowns. This includes: table setup, chair setup, decorating, etc.
Same hospitality coordination listed under Presented Season
Assist Community Events Specialist with coordination and execution of all community events.
Availability is required for all community festivals which include Independence Day, El Grito, Dia De Los Muertos, and Winter Wonderland
Assists with special event setups and breakdowns. This includes: table setup, chair setup, decorating, etc.