Special Events Coordinator

Forever Balboa Park•San Diego, CA

2d•$25 - $29•Onsite

About The Position

Forever Balboa Park is seeking a highly organized, proactive, and detail-oriented Special Events Coordinator to support its growing Event Concierge Services program and plan and deliver fundraising events, cultural activations, public programs, and special projects throughout Balboa Park. The role combines project management, event logistics, vendor coordination, administrative and financial support, and on-site event operations. The coordinator independently manages assigned events and programs from planning through execution and post-event wrap-up, and collaborates with the Special Events Manager on larger initiatives. The position is full-time, in-person, Monday through Friday, with a day shift and occasional evenings, weekends, and holidays required. It reports to the Special Events Manager. The coordinator works with vendors, clients, performers, community partners, and internal teams, including Institutional Advancement, Marketing, and Park Operations. Responsibilities also include supporting permitting and approvals, maintaining event budgets and records, coordinating private events and weddings, and preparing event documentation and reports. Forever Balboa Park is a nonprofit conservancy dedicated to enhancing and helping maintain Balboa Park’s 1,200 acres. Its mission is to improve and advance Balboa Park so people and nature thrive together. The organization welcomes people of all backgrounds and strives to foster a culture of mutual respect, equal treatment, and opportunity.

Requirements

2–4 years of experience in event planning, production, program coordination, project management, or a related field.
Demonstrated 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.
Ability to balance competing priorities and adapt to changing circumstances.
Proficiency with Microsoft Office, Google Workspace, and project management tools.
Ability to work independently and collaboratively in a fast-paced environment.
Availability for occasional evening, weekend, and holiday events.

Responsibilities

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, event setup, and breakdown.
Track deadlines, project milestones, and expenses, and identify and resolve logistical challenges.
Serve as an on-site event lead or point of contact, oversee operations, and troubleshoot as needed.
Conduct post-event evaluations and document opportunities for improvement.
Coordinate recurring public programs, seasonal activations, and community events.
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 assigned 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 for Event Concierge Services and private activities.
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, and 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.