Hours: 40 Hours Per Week
Position Category: Non-Exempt, Full time
Reports to: Event Manager

POSITION SUMMARY:

The Private Event Coordinator at the Conservatory of Flowers reports directly to the Event Manager and support planning and execution of all private events taking place at the Conservatory. The Private Event Coordinator will work closely with the Event Manager, Public Events Coordinator, Conservatory staff, clients and associated vendors to ensure smooth execution and highest level of customer service for each event.

RESPONSIBILITIES:

Event Coordination (70% of time)

• Support planning and preparation for medium to large scale private event rentals ranging from weddings, corporate meetings and parties, nonprofit fundraises to birthday parties.
• Manage a portfolio of small private events from contract through evaluation; ensuring solid communication and service across teams, vendors and client
• Create and update event material including but not limited to staff and vendor timelines, floorplans, parking signs and permits
• Directly support clients by responding to queries, attending final walkthrough and conducting any necessary follow-up
• Facilitate vendor needs and day of set up, ensuring vendors operate within venue policies and protocols
• With support of Event Manager, delegate tasks to Event Staff and supervise day of event
• Assist with execution of Conservatory public and partner event series as needed

Event Space and Equipment Management: (20% of time)

• Independently troubleshoot and resolve facility issues in preparation for and during events
• Manage event inventory; research and source event equipment upgrades and associated storage
• Create capacity charts, site maps, and associated collateral to support planning events at the Conservatory
• Ensure event spaces are ready for next event, which can include organizing and cleaning

Administrative: (10% of time)

• Order staff meals for events as needed
• Schedule client site visits and walkthroughs as needed
• Enter event related data into Salesforce CRM to ensure all client information is up to date.
• Update calendar of events to ensure all event related information is up to date for other departments within the Conservatory of Flowers.

QUALIFICATIONS:

• 2-3 years of diverse experience in social/corporate event planning or equivalent customer service experience
• Bachelor’s degree preferred
• Hyper-organized with demonstrated track record of excellent time management and project management
• Creative with the ability to professionally and patiently manage the unexpected when delivering events in a park based nonprofit venue with limited resources
• Team player with strong interpersonal skills including experience building and maintaining relationships with colleagues and external clients
• Excellent written and verbal communication
• Proficient in MS Office Suite, experience working with CRM databases; Salesforce experience strongly desired, Pardot experience desired.
• Enthusiastic, positive and passionate about private event planning; thirst for learning and sense of humor essential!

The Conservatory of Flowers is committed to a diverse, welcoming and convivial environment.  People of color, women and members of the LGBTQ community are encouraged to apply.

To apply, send cover letter and resume to Jessica Williams, jwilliams@sfcof.org