POSITION: Event Coordinator
REPORTS TO: Director of Hospitality
STATUS: Full-time, Non-Exempt
JOB CLASSIFICATION: Associate I
WORK ARRANGEMENT: Hybrid (3 days on-site)
SALARY RANGE: $20.02 – $29.37
APPLICATION DEADLINE: Opened Until Filled
LightHouse for the Blind and Visually Impaired in San Francisco is seeking a full-time Events Coordinator to join a high-performance team dedicated to creating successful events for clients, top donors, stakeholders, and partners. The Event Coordinator is expected to travel and be where the events are taking place, which includes our camp in Napa, our location in Alameda and throughout the state of California.
Under the supervision of the Director of Hospitality, the Events Coordinator will plan and execute multi-day guest experiences, corporate meetings and training events, and special events including receptions, galas, stewardship, and cultivation events.
The Events Coordinator will perform extensive event research of vendors and venues; maintain files and intricate event calendar; interact with internal and external constituencies; assist in the development of printed materials; secure vendors for events; assist in the creation of presentations and meeting materials under the direction of the Director of Hospitality.
- Education or Equivalent
- Some college or university experience
- Nonprofit experience is a plus.
- One year of general work experience. Hospitality experience or event planning is a plus, but event planning in an academic setting will be considered of equal value.
- Familiarity with simple web-based event planning tools, such as Event Bright, Evite, or Qgiv.
- Exceptional organizational skills, including the ability to properly prioritize and manage multiple projects
- Ability to follow written and verbal instructions, adhere to established procedures, and willingness to ask qualifying questions.
- Excellent interpersonal and communication skills
- Ability to work independently and collaborate with peers as needed
The Event Coordinator must demonstrate a high-level of professionalism, attention to detail, genuine customer care, and consistent follow-thru in a fast-paced environment.
- Work with Director of Hospitality to develop comprehensive end-to-end event management procedures and create related process documentation.
- Provide excellent customer service by demonstrating professionalism, and impeccable interpersonal communication skills with LightHouse colleagues, event participants, partners, vendors, and major donors.
- Develop and maintain a list of preferred hospitality vendors.
- Gather event requirements and manage event planning, providing regular updates to internal departments, vendors, and other stakeholders as needed.
- Set-up and manage online event registration for planned events.
- Ensure the successful execution of all events by proactively providing information to participants and communicating guest needs to the proper LH departments.
- Responsible for post-event wrap up tasks such as archiving event photos, collateral materials, and captures post event feedback and staff reflections for future events, analysis and reporting. Maintain Salesforce database and mailing lists to ensure accuracy of client, participant, and donor information.
- Must be able to physically attend the events hosted throughout California.
Must be able to sit at a desk and perform computer-intensive work for extended periods of time; operate standard office equipment, and travel independently. Must be able to lift at least 20 lbs.
LightHouse is an equal opportunity employer. LightHouse policy and the law prohibit discrimination and harassment based on an individual’s race, ancestry, religion or religious creed (including religious dress and grooming practices), color, age (40 and over), sex, gender, sexual orientation, gender identity or expression, genetic information, national origin (including language use restrictions), marital status, medical condition (including cancer and genetic characteristics), physical or mental disability (including HIV and AIDS), military or veteran status, pregnancy, childbirth, breastfeeding and related medical conditions, denial of Family and Medical Care leave, height and weight, or any other classification protected by federal, state, or local laws, regulations, or ordinances. Our policy and the law prohibit co-workers, third parties, supervisors, and managers from engaging in such conduct.
LightHouse personnel are employed on an at-will basis. Employment at-will means that the employment relationship may be terminated, with or without cause and with or without advance notice at any time by the employee or the Agency.
We strive to maintain a scent-free environment and a drug-free workplace. Employees are expected to behave in accordance with these objectives.
All employees at LightHouse are hired for an indefinite and unspecified duration and consequently, no employee is guaranteed employment for a specified length of time. Employment is at the mutual consent of the employee and LightHouse. Accordingly, either the employee or LightHouse can terminate the employment relationship at any time, with or without cause (“employment at will”).
Please submit a cover letter and résumé as Word attachments (no. PDFs please), to HR@lighthouse-sf.org, including the job title in the subject line. We will not consider videos or hyperlinks to online profiles. Due to time constraints, we will only respond to complete submissions in which there is serious interest, thanks for your understanding.