Event Coordinator

Nestled in the Oakland Hills, Chabot Space & Science Center was founded as an observatory in 1883. Today Chabot offers visitors hands-on, interactive exhibits, displays, and Planetarium shows that explore the mysteries of the universe and of life here on earth. Chabot Space & Science Center is extremely proud of its reputation as one of Northern California’s leading centers for informal science education. 

Chabot Space & Science Center’s Rentals Department is embarking on an exciting time of growth and development. Our creative, collaborative, and hard-working team is expanding to our goal of providing ever-improving support to our private event clients in conjunction with our institutional mission to inspire and educate learners of all ages about the Universe and Planet Earth.  

 

POSITION SUMMARY

Reporting to the Event Sales Manager, this position supports the organization’s strategic goals and the quickly growing facility rental and sales program. This person is customer focused and has a passion for driving new business that will support the Center’s mission and revenue targets.  

The Event Coordinator is a skilled, hands-on sales person and event planner who can think creatively, sell and deliver exceptional experiences to clients to build loyalty, repeat business and attract new audiences. They are responsible for all aspects of booking, scheduling, and coordinating Chabot’s facility rentals. This person has exemplary communication skills and can engage various departments in order to provide an excellent experience for clients. The Event Coordinator is onsite with the client from start to finish of an event to ensure customer satisfaction.  

 

ESSENTIAL FUNCTIONS

  • Responsible for selling a portion of Chabot’s facility rentals. Demonstrates excellent customer service and professionalism when conducting sales calls and facility tours with potential clients. 
  • Responds promptly to telephone, email and in-person inquiries from prospects. Follows up with consistent communication to ensure clients are well informed of event policies. Prepares proposals, identifies value-added opportunities for sales clients.  
  • Negotiates and executes contracts with clients. Responsible for processing payments, invoicing and collections of payment. 
  • Oversees facilities rental event planning and execution on behalf of external clients. Determines and schedules physical requirements for events; including time, space, seating needs, audio visual and technical needs, safety requirements and coordination with technical and floor staff. Communicates and coordinates with internal teams participating in events.    
  • Assists clients in planning and preparing of activities during visits, aids in problem solving efforts as appropriate.  
  • In conjunction with the Event Sales Manager, handles customer service and conflict resolution for difficult and/or complicated clients, vendors, and events. 
  • Maintains detailed project files with contacts, correspondence, contracts, logistics, and other materials pertinent to each event. 
  • Ensures compliance with food and beverage licensing requirements related to special events.  
  • Writes and/or makes thank you calls to appropriate individuals or groups following each event. Request reviews from satisfied clients on marketing platforms. Maintaining strong relationships with clients to encourage repeat bookings. 
  • Coordinates with Event Sales Manager to target potential leads and develop sales strategy and communications tools to maximize awareness and sales.   
  • Reviews materials pages and submits updates regularly to marketing platforms.  
  • Follows all CSSC safety regulations and contributes recommendations for safety procedures for private events. 
  • Other duties as assigned. 

 

SUPERVISORY RESPONSIBILITIES

Directly carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include overseeing other team members and/or volunteers assigned to events. 

 

MINIMUM 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. 
  • Minimum of two years of customer service experience and/or two years event planning experience.
    Proven ability to prospect, approach, close sales. 
  • Professional presentation, communication etiquette, responsible, outgoing and friendly, and exceptional people skills 
  • Self-starter with demonstrated ability to coordinate multiple activities under tight deadlines. 
  • Some IT/AV experience including running slideshows and connecting projection. 
  • Demonstrated organizational, interpersonal, and communication skills. Ability to anticipate, identify and resolve conflict and issues independently, think creatively and offer solutions.  Must be able problem solve quickly and efficiently for last minute adjustments with clients or internal staff. 
  • Demonstrated ability to work collaboratively in team structures. 
  • Comfortable with public speaking. 
  • Willingness to have a flexible schedule. This position requires working nights and most weekends. Work schedule is standardly Tuesdays-Saturdays with fluctuations around specific event and appointment schedule.
  • Must be able to stand and/or walk for long periods of time and lift up to 30 pounds. 
  • Fluency in Spanish a plus. 

 

SALARY RANGE 

This is a salaried position ranging from $45K-$52K depending on experience with opportunity for growth.  

 

Please email resumes to Amy Wray (awray@chabotspace.org) with subject line “Event Coordinator”. 

 

Chabot is an Equal Opportunity Employer and celebrates diversity in the workplace.