3-5 years of experience
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Employment Type:
Part time
Job Category:
Event Coordinator
(This job is no longer available)
City of Santa Monica, CA | Santa Monica, CA
Grad Date

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Job Description

Job Summary

Plans, organizes, and coordinates activities for a wide variety of events at the Annenberg Community Beach House, Civic Auditorium, and other venues throughout the City. Communicates event requirements to venue staff and other City departments.

The Event Coordinator position at the Annenberg Community Beach House offices located in the historic Marion Davies Guest House. The position serves as the on site coordinator for private events which include but are not limited to corporate meetings and retreats, weddings, receptions, and other social events as well as filming and photo shoots. Activities include, scheduling site visits with clients and vendors, creating diagrams and invoice as well as working the event. This position is part of the event services team that works closely with multiple internal and external teams and must adhere to the rules and regulations of the site.

The current Event Coordinator vacancy is a permanent part-time position. The eligibility list that is established for this classification will also be used to fill future full-time, part-time and temporary positions.

Major Duties

Plans and independently coordinates the most complex events within the Division, including events which require extensive client contact, span over multiple days and locations and require heavy administrative details.

Responds to client and patron inquiries and assists potential clients in achieving their desired event goals. Conducts tours for prospective clients.

Assumes responsibility for booking events, reserving facility space and requesting contract preparation.

Assists in the development and implementation of marketing and sales strategies to generate leads and support future prospects for City venues.

Prepares and composes a variety of written materials including proposals, permits, invoices, reports, scaled diagrams, event billing and cost estimates, and other documents pertinent to venue services.

Obtains, documents and communicates event requirements, including technical, physical set up, parking, insurance, electrical, telephone and labor needs to operations staff.

Serves as liaison between the venue, client and patrons, and ensures compliance with terms of the contract, City policies and procedures City, County and State fire and health regulations and safety codes.

Remains accessible during assigned events, responding to and resolving event problems or complaints from clients and patrons, maintaining a high level of customer service.

Conducts research, studies and surveys and makes policy and procedure recommendations.

Exercises technical and/or functional supervision over venue services assistants and operations staff.

Coordinates and documents the delivery of equipment to City departments.

Oversees and coordinates venue communications including website, event calendar, newsletters, electronic signs, brochures and informational materials.

Performs other related duties, as assigned.

Minimum Qualifications

Knowledge of:

Principles and techniques used in planning and coordinating service requirements for a variety of exhibits and theatrical, educational, entertainment, sports and industrial events.

Public safety, emergency principles, health and fire codes, and related federal, state and municipal laws and regulations governing public assembly facilities.

Basic public relations, diplomacy, conflict resolution and customer service skills. crowd control principles, security, concession service, parking and operation needs of events.

Event bookkeeping and accounting principles and procedures of estimating event costs.

Principles and procedures of event lay out and floor space planning.

Event scheduling and booking principles and procedures.

Ability to:

Communicate effectively both orally and in writing.

Write effective reports, business correspondence and financial summaries.

Effectively present information and respond to questions from clients, patrons, City staff and the public.

Establish and maintain a cooperative working relationship with a wide variety of people including event organizers, sponsors, stage managers, City officials and staff, and the general public.

Provide effective customer service.

Creatively foresee, analyze, and resolve problems in a timely manner.

Anticipate, schedule and coordinate equipment, operations, and service needs for a variety of events.

Read and interpret blueprints and floor plans with a variety of instructions furnished in written, oral diagram, or schedule form.

Calculate figures and amounts such as proportions, percentages, area, circumference, and volume.

Function independently and as a member of a team, often under pressure.

Monitor the quality of service provided to clients and make recommendations regarding improvements in order to retain and attract clients.

Work within tight, frequently changing, multiple deadlines.

Maintain accurate, accessible correspondence and financial records.

Effectively use a Window-based computer system, using Word and Excel.

Skill in:

Using a personal computer and applicable software applications.

Working effectively with persons from diverse social, cultural and economic backgrounds.

Education, Training and Experience:

Graduation from an accredited college with an Associate's degree in business administration, public administration, communication or related field.

Four years of recent, paid, increasingly responsible experience assisting with and/or planning and coordinating events. Experience coordinating events in a public or private community-oriented assembly facility is desirable. Experience must include heavy public contact. Additional relevant experience may be substituted for the required degree on a year for year basis.

Licenses and Certificates:

Possession of a valid Class C driver license.

Selection Process

How to Apply:

Applicants must submit a clear, concise, completed on-line City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your on-line application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process.

If you would like to submit your college level transcripts or diploma for consideration, you must attach a copy to your online application. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than the filing deadline. Failure to do so may result in your application being disqualified.

Selection Process:

All applicants must submit clear, concise and complete information regarding your work history and qualifications for the position. All applicants will be reviewed and only those applicants determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Testing may consist of the following:

Oral Interview: 100% (Tentatively scheduled for Thursday, June 6, 2019)

If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.

Background Investigation:

Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.