Event Operations Coordinator

Department: Performing Arts / Conference Center

Supervisor: Director of Event Operations


FLSA Category: Non-exempt

Terms of Employment: At Will

Position Status: Full-time (40 hours per week)

Hourly Rate: $20 - $22.50 / Hour; Based on experience and qualifications

Position Objective :


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.

Duties and Responsibilities:

Key duties and responsibilities include, but are not limited to:


In-House Event Coordination and Execution:

• 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.

Presented Season Hospitality Coordination:

• 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. All mileage will be reimbursed.
• 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.

Community Events Coordination:

• 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.

Requirements

Knowledge, Skills, and Abilities:


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• 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
• Experience in the performing arts, visual arts, and hospitality is preferred but not required.

Education and Experience:

• Minimum of an Associate's degree, and at least 2 years of relevant experience in the restaurant, catering or hospitality field
• Nonprofit experience desired, but not required.

Physical demands:


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 10 pounds, and occasionally lift and/or move 20 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk.

Working Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.


The workspace is in an office, front desk, and sales environment. Noise levels vary, but can be moderate to high during programming and events. While performing this job, the employee is exposed to weather conditions prevalent at the time with respect to both indoor and outdoor events. Temperature levels may include hot, cold, and mild. The noise level in the work environment may be low, moderate, or, at times may be high.

The California Center for the Arts, Escondido is proud to be an Equal Opportunity Employer and considers qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status or any other protected factors under federal, state or local law.

Salary Description


$20.00 - $22.50 / Hour