About the Role
The Mendocino Coast Botanical Gardens (MCBG) is seeking a highly motivated, organized, detail-oriented, and adaptable individual to oversee our major fundraisers and events. MCBG is a 501(c)3 nonprofit organization that operates a nationally recognized public garden known for its beauty, significant plant collections, coastal bluffs, and beloved events. The Gardens has grown into the leading attraction on the Mendocino Coast through the collaborative effort of our passionate and dedicated staff, volunteers, and board. Our small staff relies heavily on teamwork to ensure that the Gardens, our events, and our programs continue to excite, inspire, and educate the public for years to come. MCBG is an equal opportunity employer, and we are committed to creating an inclusive environment for all employees and guests.
The Event Coordinator position is responsible for the successful planning and execution of special events held at the Gardens. This role requires exceptional organizational skills, attention to detail, and the ability to prioritize tasks, problem-solve, and anticipate needs. The Event Coordinator leads the planning of our signature annual fundraisers, supports smaller events throughout the year, and coordinates private rentals by serving as the primary contact for clients and vendors. The position has a flexible schedule that includes weekdays, seasonal weekends, and occasional evenings.
Responsibilities
Special Events
Plan, organize, and execute the logistical components of our two major annual events, Art in the Gardens and Festival of Lights
Collaborate and communicate with all staff to ensure the success of these events
Maintain and develop schedules, logistical plans, and safety plans for all events in coordination with the Director of Operations (DOO)
Track and adhere to event budgets
Solicit event sponsors and in-kind support in coordination with the DOO
Collaborate with administrative staff to fulfill sponsor benefits
Maintain successful relationships with local vendors including but not limited to artists, musicians, event rental providers, caterers, and other event service providers
Develop relationships with local wineries and breweries who support our events with in-kind donations
Communicate regularly with the Gardens staff, keeping them up to date on event details and their roles in the event
Assist the Volunteer Coordinator in developing and communicating volunteer positions and schedules
Work with event volunteers
Attend Friends of the Gardens (FOG) meetings on occasion to present volunteer opportunities and provide event details
Coordinate and execute smaller events throughout the year, including but not limited to member, donor, and volunteer appreciation
Private Event Coordination
Respond to all wedding, elopement, and private event inquiries, ensuring requests meet MCBG protocol and fit with our horticultural, maintenance, and event schedules
Book private events and obtain all necessary payments, deposits, contracts, permits, and insurance from clients/guests
Maintain a calendar of booked private events and basic details to communicate regularly with the Administrative Coordinator
Oversee private events on the day of the event, serving as the Gardens' on-site representative
Ensure all event policies and guidelines are followed while delivering exceptional customer service and creating a welcoming, seamless experience for clients and their guests
Coordinate with clients/guests and vendors to ensure set-up, the event, and breakdown follow MCBG protocol and fit with our horticultural, maintenance, and event schedules
ESSENTIAL QUALIFICATIONS
Minimum of 2 years of successful experience coordinating special events
Ability to work a flexible schedule including evenings, weekends, and holidays as needed
Ability to lift, carry, push, and pull up to 50 pounds, with or without reasonable accommodation
Prolonged periods of continuous standing, sitting, or walking along with occasional stooping, bending, reaching, and crouching in varying weather conditions
Strong computer skills, specifically MS Office Suite; Google Workspace, and Adobe Acrobat a plus
High level of comfort with technology and the ability to learn new programs and software
Communicate regularly and effectively with supervisor about assignments and progress
Prioritize, multi-task, communicate effectively, and stay organized during events and in a busy office setting
Strong written (copywriting and editing) and verbal communication skills
Basic understanding of legal contract language
Able to establish positive, collaborative working relationships with a broad array of individuals
Proven experience providing excellent customer service
Experience working with volunteers is a plus
Bilingual in English/Spanish is a plus
Must be able to maintain the confidentiality of MCBG information
Application Instructions
Please submit a cover letter and resume to the MCBG Director of Operations, Aspen Logan, at operations@gardenbythesea.org.