EVENTS COORDINATOR

POSITION TITLE: EVENTS COORDINATOR

REPORTS TO: Senior Manager of Placemaking and Activations

Position Summary

The Events Coordinator will work under the supervision of the Senior Manager of Placemaking and Activations to produce and manage in-house signature events, develop partnerships with third party event producers, and maintain relationships with vendors and City contacts, for events targeting a diverse population in Downtown Long Beach and the greater Long Beach area. The role will focus on continuing existing events, conceiving new events, building SOPs for events, and sustaining relationships that result in increased awareness and participation in the Alliance’s events and programs. The position will work in coordination with the placemaking department to ensure activations within the Downtown Long Beach Alliance’s aligned strategic vision are being effectively competed.

In addition, the Events Coordinator will help support the production of smaller-scale community programming, creating unique experiences, activating Downtown, and engaging residents, visitors, and businesses. This role is primarily in-person, working from the Alliance’s office in Downtown Long Beach, with occasional flexibility for remote work.

Primary Tasks and Responsibilities

EVENTS 

• Collaborate with the Senior Manager of Placemaking and Activations to curate and plan new and exciting events, keeping abreast of industry trends and public preferences.
• Provide support and attend assigned special events, festivals, promotions, or activities organized or sponsored by the Alliance as needed.
• Coordinate and assist in the oversight of contract agreements for the Alliance’s signature events.
• Coordinate all aspects of the Alliance’s Special Event department programs, including logistics, planning, and execution.
•  Work with the City of Long Beach to obtain all necessary licenses, permits and street closure documents. 
• Coordinate vendor relations for event-related supplies and equipment, including pricing, quantity, delivery, and timing.
• Where necessary, provide event-day assistance and coordination by facilitating set-up, deliveries, and tear-down.
• Oversee vendors, performers, and event staff including volunteers on event days, when applicable.
• Track various administrative tasks, including event budgets and accounting.
• Prepare and deliver proof of performance and post-event reports for updates to sponsors.
• Oversee coordination of event staffing needs, arranging for hired personnel and/or volunteers, as necessary.
• Work with Alliance personnel to reach various Downtown stakeholders to help build consensus, encourage involvement/participation, and create cross-promotional opportunities with businesses. 
• Coordinate with marketing and communications staff on the creation and timing of event related collateral and social media content.
• Assist in the administration of the Special Events and Development Committee.

DEVELOPMENT 

• Assist with the development of sponsorship materials for solicitation of cash and in-kind event sponsors.
• Work with Alliance staff to identify donors for events, programs, and sponsorship opportunities.
• Manage information database entries, including individual profiles and sponsor activity.
• Assist in building relationships with major contributors to facilitate long-term/multi-year sponsorships. 
• Establish sponsorship deliverables and ensure they are met, and that clients are kept informed of progress and accomplished milestones.
• Liaise with internal DTLB Alliance team and vendors to produce sponsorship promotional material.

Position Specifications

Education & Experience:

• Bachelor’s Degree preferred. Candidates with relevant work experience will be considered.
• 3 – 5 years of event experience with logistics, programming, implementation and development experience.
• Work with a firm or organization that is related to Business Improvement Districts, hospitality trade, non-profit organization or public-sector experience preferred.

Required skills:

• Excellent oral and written communications skills.
• Familiarity with budgets and basic math.
• Ability to work within a complex organizational structure to prioritize and manage multiple projects and issues with frequent deadlines.
• Positive attitude; problem-solver.
• A high degree of professionalism, creativity and resourcefulness must be always exercised.
• Ability to communicate and work with diverse groups, including staff, board members, vendors, business owners and other BID members.
• Ability to take initiative and meet important deadlines, goals and objectives.
• Ability to be a thoughtful and collaborative colleague.
• Familiarity with Microsoft Suite, Teams, Canva, Google Suite, Adobe Suite, Adobe Photoshop and CRM.
• Must demonstrate the ability to take directions effectively and work well with others, while displaying the capability of working independently with little supervision.

Required Attitude:

• An upbeat, can-do attitude.
• Ability to work in a team atmosphere, and willingness to perform a variety of tasks.
• Outgoing interpersonal and negotiating skills with the ability to facilitate consensus-building when engaging with different points of view.

Special Skills:

• Ability to cooperate with all types of dynamics: personal, political and geographical is paramount.
• Qualified candidates must be self-motivated, well-organized, and able to work with a minimum amount of supervision in a laid back, deadline driven atmosphere.
• Understanding of Windows operating systems, including Microsoft Office: Word, Excel, PowerPoint, and Outlook programs are essential.
• Familiarity with CRM database systems, specifically Salesforce, is beneficial.

Position Environment

The DTLB Alliance provides a plethora of services to Downtown stakeholders and is primarily funded by tenants and commercial and residential property owners of the Business Improvement Districts. The Events Coordinator will work from the DTLB Alliance administrative office.

This is a full-time, exempt position requiring availability for evening and weekend events as scheduled (within and outside Downtown Long Beach), which may entail but not be limited to:

• Regularly walking the District and interfacing with businesses to become familiar with customer and business traits and behaviors.
• Attending various meetings and facilitating outreach programs within the Downtown community.

Downtown Long Beach is a culturally diverse environment. The DTLB Alliance is committed to complying with State and Federal laws which include Fair Employment Practice laws, which provide equal opportunity in employment to all persons regardless of race, color, national origin, sex, age, religion, veteran status, or disability status.

Compensation

The Events Coordinator is a non-exempt employee with a salary range for this position ranging from $30 to $36 per hour, averaging 40-hours per week ($62,000 - $75,000 annually), and is commensurate with experience. Some overtime will be required. Fully paid medical, dental and vision benefits as well as a 401(k) matching opportunity is also included for the employee, following an introductory period.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. All candidates must be eligible to work in the United States of America. Employment is contingent upon successful completion of a background check.

Certifications, Licenses, and Registrations

Must maintain a valid driver's license, acceptable driving record, and carry state required auto insurance.

Language Ability

This position requires interfacing with all members of the public including elected officials, business and property owners, residents, community members, government staff, vendors, and professional service providers. Successful candidates must demonstrate the ability to read and understand sentences and paragraphs written in English, in work-related documents and have the capability to communicate effectively in English writing as appropriate for the needs of the audience. This position will use effective communication skills to present information accurately and clearly in online, one-on-one, and small group situations with colleagues, outside vendors, students, parents, community members of the organization. English language fluency is required.

Math Ability

This position must have the capability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

Reasoning Ability

Successful candidates for this position must have the ability to apply common sense understanding in order to carry out detailed but uninvolved written or oral instructions.

Computer Skills and Office Equipment

To perform this job successfully, an individual should be computer literate. Experience with general office equipment and software such as the Microsoft Windows operating systems, including Microsoft Office: Word, Excel, PowerPoint, and Outlook. Position interfaces with standard office equipment, including calculators, printers, copiers and scanners.

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.

The individual must have sufficient physical strength, mobility, and stamina to lift and/or move, and equipment up to 50 pounds on a regular basis. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus. While performing the duties of this job, the employee is regularly required to stand; use hands, and talk and hear. The employee is frequently required to walk; reach with hands and arms and stoop, kneel, crouch, or crawl. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other:

As noted above, Downtown Long Beach is a culturally diverse environment. At the DTLB Alliance, we value diversity in all its forms and are committed to fostering an inclusive environment where every employee feels empowered to contribute their unique perspective. We strongly encourage applications from candidates of all backgrounds, abilities, and identities. The Alliance is committed to complying with State and Federal laws including Fair Employment Practice laws, which provide equal opportunity in employment to all persons regardless of race, color, national origin, sex, age, religion, veteran status, or disability.

To Apply

Please apply on the really posting linked on the Alliance website (www.DowntownLongBeach.org). Cover letter and resume are required. Questions? - Email info@dtlb.org if more information is needed.

Downtown Long Beach Alliance

The Downtown Long Beach Alliance is a non-profit, community-based organization whose mission is to cultivate, preserve and promote a healthy, safe and prosperous Downtown for all. By balancing the interests of the residents, as well as businesses, the DTLB Alliance creates tangible progress by way of vested interest and solidified partnerships across local, municipal, and commercial lines. For addition information, visit www.downtownlongbeach.org.

Job Type: Full-time

Pay: $30.00 - $36.00 per hour

Application Question(s):

• Do you have a Bachelor’s Degree? If so, please specify.

Experience:

• related field: 3 years (Preferred)

Work Location: Hybrid remote in Long Beach, CA 90802

Salary : $62,000 - $75,000