Jewish Community Center of San Francisco
Lead Event Coordinator
Jewish Community Center of San Francisco, San Francisco, California, United States, 94199
As a key member of the Event Operations team, the Lead Event Coordinator ensures seamless on-site execution and coordination for a wide range of events, including private rentals and JCCSF internal programming.
This role oversees the full event lifecycle, from the initial consultation and gathering of event details to inputting them into event management systems, coordinating day-of execution, and conducting post-event evaluations. Serving as the liaison between clients, vendors, and internal teams, the position emphasizes excellent client satisfaction, operational efficiency, and adherence to JCCSF policies to ensure successful, high-quality events.
The Lead Event Coordinator is the primary professional resource for day-of event execution, requiring a flexible work schedule to accommodate event demands that routinely includes weekends, evening, and overtime hours. Success in this position requires availability for all programmed events, adaptability to changing requirements, and commitment to being responsive to client needs as they arise.
KEY RESPONSIBILITIES
Event Planning and Coordination
Connect and collaborate with clients to understand event objectives and requirements, developing tailored event plans, timelines, and concepts.
Oversee logistics, including space selection, staffing schedules, room setups, and attendee accommodations, to ensure a high-quality experience for clients and guests.
Act as the primary on-site coordinator, managing event timelines, staff assignments, communication, ticket-taking, and attendee arrangements to ensure a seamless experience.
Quickly address and resolve any on-the-spot challenges, including last-minute unexpected client requests and vendor issues.
Conduct pre-event inspections to verify that spaces meet client specifications, including cleanliness, lighting, temperature, and safety settings.
Maintain an inventory of essential front-of-house items, such as signage and assistive listening devices, ensuring readiness for each event.
Client and Vendor Relations
Serve as the main contact for clients and vendors, ensuring clear and consistent communication throughout all stages of planning, execution, and post-event follow-up. Foster positive relationships by maintaining a warm and approachable demeanor with all stakeholders Cultivate and maintain client and vendor relationships. Ensure timely and reliable service delivery aligned with event requirements. Coordinate vendor logistics and assist vendors, program managers, and clients upon arrival, providing proactive, welcoming service throughout each event. Team Lead and Collaboration
Lead on-site event staff, volunteers, and temporary team members to execute assigned roles efficiently, ensuring smooth operations. Assist the Director in training and orienting volunteer ushers, fostering excellent service and supporting the team’s development. Collaborate with internal departments (e.g., security, production, housekeeping) to ensure streamlined event logistics and resources. Attending weekly meetings, contribute to collaborative decision-making processes, and assist with additional administrative duties as required to support venue operations and event planning efforts. Safety and Compliance
Enforce compliance with JCCSF's internal policies, procedures, and venue regulations, ensuring a safe and legally compliant event environment, including capacity limits, fire laws, egress, emergency exits, media usage, and food and beverage regulations. Act as the primary contact for non-security-related issues on event days, managing unexpected client visits and deliveries. Respond promptly to accessibility needs and security concerns, including ADA accommodations. Post-Event Evaluation and Reporting
Conduct post-event evaluations, gathering client feedback to identify areas for improvement, and compile detailed event reports with key metrics and insights to support the continuous enhancement of event services and future planning. SKILLS AND QUALIFICATIONS
3+ years of event management experience, with a proven track of managing diverse private and community events including venue management experience. One or more years of theatrical front-of-house experience Experience working as lead staff person for a wide range of events Self-motivated, process-oriented and result-driven with a diligent attention to detail and strong coordinating skills Excellent organizational, interpersonal, and communication skills with a proactive, client-focused approach Demonstrated ability to problem-solve and work effectively under pressure and time constraints while maintaining a positive attitude Proven ability to collaborate and serve a diverse community. Experience in managing service providers and clients across various levels of event planning and technical knowledge. Proficiency in Microsoft Office 365 suite (Word, Excel, Outlook, OneDrive, Smartsheet and SharePoint) Salesforce experience is a plus WORKING CONDITIONS
The work takes place in a large community center, and involves regular interaction with staff, patrons and clients. This is an on-site, full-time position. PHYSICAL REQUIREMENTS
Typical workdays include standing and walking for extended periods. Regular seated/standing use of computers and other office and related event equipment. STATUS
COLLECTIVE BARGAINING UNIT CLASSIFICATION Professional II HOURS Full-time, 40 hours/week. SCHEDULE Daytime, evening, weekend, and holiday hours required, based on event schedules.
#J-18808-Ljbffr
Serve as the main contact for clients and vendors, ensuring clear and consistent communication throughout all stages of planning, execution, and post-event follow-up. Foster positive relationships by maintaining a warm and approachable demeanor with all stakeholders Cultivate and maintain client and vendor relationships. Ensure timely and reliable service delivery aligned with event requirements. Coordinate vendor logistics and assist vendors, program managers, and clients upon arrival, providing proactive, welcoming service throughout each event. Team Lead and Collaboration
Lead on-site event staff, volunteers, and temporary team members to execute assigned roles efficiently, ensuring smooth operations. Assist the Director in training and orienting volunteer ushers, fostering excellent service and supporting the team’s development. Collaborate with internal departments (e.g., security, production, housekeeping) to ensure streamlined event logistics and resources. Attending weekly meetings, contribute to collaborative decision-making processes, and assist with additional administrative duties as required to support venue operations and event planning efforts. Safety and Compliance
Enforce compliance with JCCSF's internal policies, procedures, and venue regulations, ensuring a safe and legally compliant event environment, including capacity limits, fire laws, egress, emergency exits, media usage, and food and beverage regulations. Act as the primary contact for non-security-related issues on event days, managing unexpected client visits and deliveries. Respond promptly to accessibility needs and security concerns, including ADA accommodations. Post-Event Evaluation and Reporting
Conduct post-event evaluations, gathering client feedback to identify areas for improvement, and compile detailed event reports with key metrics and insights to support the continuous enhancement of event services and future planning. SKILLS AND QUALIFICATIONS
3+ years of event management experience, with a proven track of managing diverse private and community events including venue management experience. One or more years of theatrical front-of-house experience Experience working as lead staff person for a wide range of events Self-motivated, process-oriented and result-driven with a diligent attention to detail and strong coordinating skills Excellent organizational, interpersonal, and communication skills with a proactive, client-focused approach Demonstrated ability to problem-solve and work effectively under pressure and time constraints while maintaining a positive attitude Proven ability to collaborate and serve a diverse community. Experience in managing service providers and clients across various levels of event planning and technical knowledge. Proficiency in Microsoft Office 365 suite (Word, Excel, Outlook, OneDrive, Smartsheet and SharePoint) Salesforce experience is a plus WORKING CONDITIONS
The work takes place in a large community center, and involves regular interaction with staff, patrons and clients. This is an on-site, full-time position. PHYSICAL REQUIREMENTS
Typical workdays include standing and walking for extended periods. Regular seated/standing use of computers and other office and related event equipment. STATUS
COLLECTIVE BARGAINING UNIT CLASSIFICATION Professional II HOURS Full-time, 40 hours/week. SCHEDULE Daytime, evening, weekend, and holiday hours required, based on event schedules.
#J-18808-Ljbffr