PRIVATE EVENTS COORDINATOR

POSITION DESCRIPTION 

POSITION TITLE:    Private Events Coordinator 

DEPARTMENT:    Private Events 

REPORTING RELATIONSHIPS 

REPORTS TO:    Associate Director of Private Events     

WORK SCHEDULE:    10am-6pm Tuesday-Saturday; Sundays as needed. This is an onsite position located on our main campus on the second floor..                      

STATUS:                    Full Time – hourly  

COMPENSATION:     $21-$25 p hour

BENEFIT STATUS:    Eligible 

ABOUT THE COMPANY

The Ebell of Los Angeles is a women-led nonprofit that has served the Greater Los Angeles community for over a century. Our mission is to inspire women and build community through arts, culture, education, service, and stewardship of our historic campus and collections. 

POSITION SUMMARY

The Private Events Coordinator is responsible for the coordination of onsite events in accordance with client budget and vision. The Private Events Coordinator will work with in-house teams and third-party event professionals to successfully bring events to life. The Private Events Coordinator is responsible for coordinating all details and logistics of assigned events while maintaining transparent and effective communication with all parties involved.      

KEY RESPONSIBILITIES

• Collects and organizes all details & paperwork from clients and event planners and relays information to all parties involved 
• Advocates for venue by communicating rules and regulations to client and vendors throughout the process, especially during set-up and break down 
• Advocates for clients by explaining and reminding them of event processes, policies, timing and due dates 
• Prioritizes client communication to establish availability, trust and advocacy 
• Participates in and helps to coordinate the quarterly “Design and Tasting Night”   
• Schedules and hosts private client tastings and details/production meetings for assigned events 
• Receives quotes and finalizes orders for items such as linens, security and A/V for assigned client  
• Reviews any client rental orders to ensure compliance with Ebell operating standards 
• Designs event-related signage and materials as needed for assigned events 
• Responsible for completing and presenting layouts, production menus, and BEOs for assigned events  
• Analyzes logistics for events and works with Associate Director of Private Events and other departments as needed
• Communicates event needs to facilities team via the internal facilities management program, email and in person as needed
• Schedules vendor services as needed for each event (piano tuning, layout board, security, etc.)  
• Responsible for event details and set-up on event day in coordination with Sr. Banquet Manager 
• Meets vendors upon arrival to relay venue rules and expectations  
• Greets client(s) and planning team upon arrival and maintains presence and/or communication throughout event as needed 
• Responsible for sending revised agreements to client after approval of Associate Director of Private Events   
• Communicates clearly and transparently to client to ensure comprehension of all fees, rules and payments and ensures that final payment is submitted prior to event access  
• Presents any client discount requests or pricing challenges to Private Events Manager for review 
• Responsible for collecting all Ebell vendor invoices post-event. Must review and submit via accounting software for approval by Director of Private Events.  
• Responsible for filing all documents in physical and online client folders 
• Responsible for sending and saving post-event client surveys for assigned events
• Responsible for collecting, uploading, and organizing client event photos  
• Responsible for drafting event reports for assigned events

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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. 

Bachelor’s degree or equivalent from a four-year college or university preferred, or a minimum of four years related experience and/or training; or equivalent combination of education and experience.  

Computer and software skills to include, but not limited to the following:  

Microsoft Suite, Asana, Canva, Caterease, SAGE Intacct, Salesforce and Aisle Planner 

Fluent in English with excellent grammar and spelling.  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, contract terms of agreement, procedure manuals.  Ability to write routine reports and correspondence in a professional or business format, and speak effectively to customers, event professionals, members, and coworkers with excellent communication skills. 

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rates, ratios, and percentages. 

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to analyze and solve complex problems. 

Proof of employment eligibility 

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; use hand to finger, hear and talk.  The employee is occasionally required to stand, walk and reach with hands and arms.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, and ability to adjust focus.     

The Private Events team shares one office with six occupants. The office environment consists of moderate to high noise and disruptions due to the nature of the work. Office temperature is typically between 70 and 72 degrees. The balance to conduct business, plan events, and sustain mindful operation is continuously monitored.   

Minimum Requirements:

High School Diploma or GED plus two years’ experience in a similar role 

The Ebell of Los Angeles provides a dynamic working environment in which duties and responsibilities may change. Employees are expected to be flexible and responsive to changes in the scope of their duties. All employees are required to pass a background check. 

Compensation $21-$25 p hour

Benefits (Full-time only):  

The Ebell offers a comprehensive benefits package including retirement plan options, paid vacation, sick, and holidays plus health benefits including medical, dental, vision, life and long-term disability insurance, and employee assistance program to all full-time eligible employees. 

The Ebell is an equal opportunity employer and does not discriminate against any applicant on the basis of race, religion, sex, sexual orientation, gender identity, marital status, color, ancestry, disability, age, national origin, pregnancy, veteran/military status, genetic information or any other basis prohibited by law. We support, promote, and embrace a diverse workforc

Salary : $21 - $25