Event and Project Manager

The Event & Project Manager is responsible for leading the planning, coordination, and execution of council-wide events and organizational projects that advance Girl Scout mission outcomes. This role ensures that all logistical, production, and operational elements run smoothly and professionally. The Event & Project Manager exercises strong decision-making authority, oversees day-of execution, and manages an administrative support position. The Event & Project Manager is highly self-sufficient, detail-oriented, and skilled at managing complex projects, coordinating across multiple teams from concept through completion. They will collaborate with staff, members, volunteers, partners and vendors to deliver impactful experiences.

ESSENTIAL DUTIES & RESPONSIBILITIES

Event Leadership & Execution

• Serve as the primary lead for planning, coordinating, and executing council-wide events with a focus on logistics, timelines, production, and on-site management.
• Plan and implement safety measures for all events, ensuring attendee well-being, compliance with council and GSUSA guidelines, and proper risk mitigation.
• Lead cross-department event planning discussions to clarify goals, roles, responsibilities, and execution plans.
• Develop and manage detailed project plans, run-of-show documents, day-of schedules, logistics maps, budgets, and risk management plans.
• Coordinate and direct all day-of-event operations including vendor management, staff/volunteer coordination, troubleshooting, and program flow.
• Oversee post-event evaluation processes, including debrief facilitation, surveys, reporting, and recommendations for improvement.
• Perform other duties as necessary or assigned.

Project Management

• Manage select organizational projects that require cross-team coordination, timelines, and deliverables tracking.
• Establish clear project workflows, milestones, and communication plans for internal stakeholders with the ability to manage up and communicate key information to leaders across the organization.
• Support continuous improvement by creating documentation, templates, and systems that streamline future events and project execution.

Team Supervision & Collaboration

• Provide oversight, delegation, and guidance to an administrative support role assisting with event and project tasks.
• Coordinate volunteer involvement and ensure adequate staffing before, during, and after events.
• Facilitate planning committees as needed, including staff, volunteers, and girl members.

Vendor, Partner & Stakeholder Coordination

• Work with marketing team to ensure effective event promotion and accurate event details.
• Research, select, and negotiate with vendors including venues, catering, A/V, entertainment, décor, and rentals.
• Cultivate relationships with community partners, speakers, program presenters, and other stakeholders.

Budgeting & Reporting

• Support fund development efforts by preparing sponsorship materials and assisting with sponsor fulfillment.
• Prepare event budgets, manage vendor contracts, invoices, and service agreements.
• Track expenses, reconcile invoices, and provide status updates to leadership.

Required

• Bachelor’s degree in business management, communications, hospitality, marketing, or related field; equivalent experience considered.
• Minimum two years of experience in event management, project management or related work.
• Strong project management abilities, including the capacity to manage multiple events/projects simultaneously.
• Excellent organizational and time-management skills with sharp attention to detail.
• Demonstrated ability to make independent decisions and problem-solve in fast-paced environments. Strong communication skills, both verbal and written, with the ability to engage with diverse stakeholders.
• Proficiency in Microsoft Office Suite, Teams, SharePoint, project management tools (e.g., Asana), and CRM systems (e.g., Salesforce).
• Must possess valid California driver’s license, a clean driving record, and provide proof of insurance.

Preferred

• Bilingual (English/Spanish).
• Appreciation for, or willingness to learn, the Girl Scout mission, program pillars, and organizational culture.

PHYSICAL REQUIREMENTS

• Able to lift and carry 25 pounds.

WORK HOUR/TRAVEL

• Ability to work a flexible schedule including evenings and weekends.
• Travel within the council’s 18-county jurisdiction as needed.
• Hybrid work schedule.

GSHCC COMMUNITY STATEMENT 

Girl Scouts Heart of Central California (GSHCC) is a girl-centric and performance-driven community. At GSHCC, our mission is to build girls of courage, confidence, and character, who make the world a better place. Across 18 counties, we offer an array of programming and perspectives with the goal of ensuring all girls, volunteers, and staff have a safe space, where they can learn and grow and be their authentic selves. 

GIRL SCOUT LAW

Girl Scouts of all ages recite—and live by—the ideals listed in the Girl Scout Promise and Law. They remind us to do our best in being kind to others, respecting ourselves, making the world a better place, and so much more.

As a member of GSHCC staff, I will do my best to be:

• honest and fair
• friendly and helpful
• considerate and caring
• courageous and strong
• responsible for what I say and do
• respect myself and others
• respect authority
• use resources wisely
• and make the world a better place and be a sister to every Girl Scout.

Salary : $71,000