Senior Event Coordinator

Job Description

Job Description

About the San Mateo County Event Center

Working at the San Mateo County Event Center means being part of something much bigger than producing exceptional events. Every member of our team plays a vital role in creating memorable experiences for our clients and guests while supporting a public-serving organization that gives back to the community. From intimate meetings and nonprofit fundraisers to large consumer shows, festivals, trade shows, and the annual San Mateo County Fair, no two days are ever the same. Our employees thrive in a fast-paced, team-oriented environment where collaboration, professionalism, innovation, and outstanding customer service are the foundation of everything we do. As a nonprofit organization, revenue from our events is reinvested in maintaining and improving our 48-acre campus while supporting critical community services and emergency preparedness throughout San Mateo County. The Event Center is a designated emergency response and resiliency site that has served the community during natural disasters, public health emergencies, and shelter operations. When you join our team, you become part of an organization dedicated not only to delivering outstanding events but also to strengthening the community we serve. We value teamwork, integrity, accountability, respect, and continuous improvement, and we are committed to providing an inclusive workplace where employees are encouraged to grow professionally, embrace new challenges, and make a meaningful impact every day.

 

Job Summary

The Senior Event Coordinator is a highly skilled event management professional responsible for planning, coordinating, and executing a diverse portfolio of events ranging from small meetings and community gatherings to large-scale, complex trade shows, festivals, consumer shows, sporting events, corporate functions, and the annual San Mateo County Fair.

This is a fast-paced, customer-focused position requiring exceptional organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities simultaneously while maintaining the highest level of customer service. The Senior Event Coordinator serves as the primary liaison for assigned events and works collaboratively with clients, contractors, vendors, public safety agencies, and internal departments to ensure seamless execution from move-in through move-out. Under the direction of the Event Services Manager, this position also provides day-to-day leadership and oversight of As-Needed Event Coordinators and Event Staff, assisting with scheduling, training, mentoring, and ensuring consistent delivery of exceptional customer service and operational excellence. Success in this position requires professionalism, teamwork, flexibility, strong communication skills, and the ability to remain calm and decisive while managing changing event conditions.

Essential Functions / Responsibilities

Essential and other important responsibilities and duties may include but are not limited to the following: 

Event Management

• Plan, coordinate, and execute a wide variety of events ranging from small meetings to large, complex, multi-day events.
• Serve as the primary Event Coordinator and client representative throughout all phases of assigned events.
• Conduct client meetings, site visits, production meetings, and pre-event planning sessions.
• Develop detailed event plans, service orders, event timelines, and operational schedules.
• Coordinate facility requirements including room configurations, utilities, security, parking, housekeeping, public safety, food and beverage operations, and contractor services.
• Monitor event activities to ensure contract compliance and outstanding customer satisfaction.
• Resolve operational issues quickly and professionally while maintaining excellent client relationships.
• Track all event expenses, labor, equipment rentals, and billable services for final event reconciliation.

Leadership

• Assist the Event Services Manager in coordinating daily operations of the Event Services Department.
• Help coordinate staffing assignments and ensure proper event coverage.
• Promote teamwork and collaboration among departments to ensure exceptional client service.
• Assist with training, mentoring, and onboarding of new event staff.
• Provide day-to-day leadership, guidance, and direction to As-Needed Event Coordinators and Event Staff.

• The Senior Event Coordinator provides functional leadership and daily oversight of As-Needed Event Coordinators and Event Staff. Under the direction of the Event Services Manager, this role assists with training, scheduling, work assignments, and maintaining consistent customer service standards.

Customer Service

• Deliver exceptional customer service while maintaining positive relationships with clients, exhibitors, vendors, promoters, and guests.
• Anticipate client needs and proactively identify solutions.
• Represent the San Mateo County Event Center with professionalism and integrity at all times.

Operational Coordination

• Coordinate with Facilities, Operations, Public Safety, Culinary Services, Marketing and Administrative staff to ensure successful event execution.
• Coordinate with contracted security personnel and law enforcement agencies as necessary.
• Ensure compliance with fire codes, ADA requirements, health regulations and facility policies.
• Maintain accurate documentation including event reports, damage reports, incident reports and after-action summaries.

Emergency Response

• Assist the Event Services Manager during emergency activations, shelter operations, and resiliency events.
• Support emergency operations including scheduling staff, coordinating logistics and documenting operational costs.
• Participate in emergency preparedness training and exercises.

Annual Fair

• Serve in a leadership role during the annual San Mateo County Fair.
• Coordinate assigned operational areas and supervise event activities during Fair operations.
• Perform other duties as assigned.

Preferred Qualifications

• Five (5) or more years of progressively responsible experience in event management, convention centers, fairgrounds, arenas, hotels, or similar public assembly facilities.
• Experience managing complex, multi-day events involving multiple stakeholders.
• Experience leading or mentoring event staff.
• Excellent customer service and relationship management skills.
• Exceptional organizational skills with outstanding attention to detail.
• Demonstrated ability to manage multiple projects simultaneously in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong problem-solving and conflict resolution abilities.
• Working knowledge of:
  • Event management practices
  • Fire and life safety requirements
  • ADA regulations
  • Crowd management
  • Incident command principles
  • Public assembly operations
• Strong computer proficiency including Microsoft Office Suite and event management software.
• Ability to learn new software systems quickly.
• Bilingual Spanish is not required but desirable.

Knowledge, Skills & Abilities

The successful candidate will demonstrate:

• Outstanding customer service skills
• Exceptional attention to detail
• Strong organizational and planning abilities
• Ability to prioritize multiple competing deadlines
• Excellent interpersonal communication
• Professional judgment and decision-making
• Leadership through collaboration
• Ability to thrive in a fast-paced, constantly changing environment
• Strong work ethic and positive attitude
• Ability to work independently while contributing to a team-oriented culture

• Willing and able to work extended and irregular hours, including evenings, weekends, and holidays, as 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit and stand. The employee is frequently required to make repetitive hand movements in the performance of daily duties. Employee is required to stand, walk, reach with hands and arms, stoop, kneel, and/or crouch. The employee must occasionally lift and/or move up to 25 pounds. May be required to spend considerable time walking and standing in the outdoor environment. Must be able to speak, hear, and see. Vision requirements are close vision, distance vision, peripheral vision, and ability to adjust focus.