Event Coordinator

The San Francisco Peninsula (SFP) is the Destination Marketing Organization (DMO) responsible for promoting travel and tourism to the region (San Mateo County), which spans bayside to coastside - south of San Francisco and north of San Jose.

Job Summary

The Event Coordinator position is ultimately responsible for providing administrative and event support for the Advocacy and Partnerships team. The initial 6 months of employment will focus 80% on maintaining support for the Sales team as Interim Sales Coordinator, while assisting 20% with the execution of internal events as needed. Upon the return of the Sales Coordinator following maternity leave, the person in this role will transition to 100% Event Coordinator responsibilities.  

Essential Interim Sales Coordinator Functions (initial 5-6 months)

As Interim Sales Coordinator, this role will receive strategic guidance from the Director of Sales during the initial period of employment, while directly reporting to the Senior Manager Business Partnerships . The Sales Coordinator is responsible for providing administrative and support services to the CSMO, DOS, and Sales Executives, as well as managing all aspects of the Convention Services Program.

Essential responsibilities and duties may include, but are not limited to, the following, (responsibilities are subject to review and change as needed):

• Prepare Regular Sales Reports for DOS.
• Prepare weekly and monthly Sales Production Report for Sales Meetings.
• Manage Convention Services Program for clients and hotel partners.
• Organize the monthly DOS/GM virtual call schedule and follow-up.
• Assist with trade show preparation and follow-up.
• Update SimpleView CRM with lead and partner info as needed.
• Attend and participate in sales meetings, staff meetings, partner mixers, sales training events, and other industry events as requested.
• Answer and route phone calls and non-room night leads.

Essential Event Coordinator Functions

In this position, reports directly to the Sr. Manager, Business Partnerships & Community Engagement. This role will provide administrative support in the Business Partnerships program and lead the planning and execution of all Community and Internal Events as directed by the Chief Advocacy Officer and Senior Manager Business Partnerships.

Primary Event Coordination Responsibilities

·      Outline event workback timelines

·      Contact speakers/partners/vendors as requested in event planning process

·      Event asset creation using Canva, Act-On, Eventbrite

·      Manage Master Calendar entries and internal reminders of events

·      Manage invitation process i.e. RSVPs in coordination with Marketing team

·      Assist Executive Admin with event agenda development and outreach

·      Provide event progress updates in team meetings

·      Venue and vendor management. Develop relationships with key contacts at local event venues and partner businesses.

·      On-site set up, attendance, and breakdown at all events as directed.

Events that will fall under the purview of this role include, but are not limited to: Annual Luncheon, Annual Growers Showcase, Bimonthly Networking Mixers, Community FAM Tours, Advocacy Meeting coordination, etc. Regular tasks will include end-to-end event coordination, on-site execution, vendor and stakeholder communication, and effectively collaborating with colleagues across Content, Communications, Marketing, and Admin roles.

Secondary Responsibilities

·      Provide support for “As Fresh As It Gets” farm-to-table program through seasonal tabling at local Farmer’s Markets, and identifying local restaurants that may qualify for the program

·      Assist with other tasks and special assignments as needed from time to time which advance the mission of The SFP.

·      Participate in meetings as required (Staff Meetings, Vendor Meetings, Sales Meetings, etc.)

Qualifications

• 2+ years of event planning experience. Desired: Previous experience in the hospitality or tourism industry.
• Proven time management and organizational skills sufficient to handle several tasks simultaneously, and produce high-quality work with accuracy and speed.
• Strong computer skills with a willingness to learn new tools. Desired: working knowledge of SimpleView CRM, Act-On, Eventbrite, Microsoft 365, Windows 11, Web-based technologies: Slack, Teams, Zoom, etc.
• Ability to complete physical tasks regularly and lift at least 25+ pounds.
• Must possess excellent oral and written communication skills.
• Must have reliable transportation.
• Self-directed, detail-oriented, flexible, and able to adapt to change.
• Enthusiastic team player with positive attitude in the position and belief in The San Francisco Peninsula as a premier destination in northern California.

The Event Coordinator is a full-time non-exempt at-will employee of the San Mateo County/ Silicon Valley Convention and Visitors Bureau (dba The San Francisco Peninsula) according to the Fair Labor Standards Act. The normal and customary in-office business hours are Monday through Thursday 8:30 am to 5:00 pm; Friday 8:30 am to 4:00 pm and when necessary, evenings and weekend work may be required. This role is not remote-optional.

The San Francisco Peninsula, an equal opportunity employer, has an organizational commitment to the principles of diversity and inclusion. In that spirit, we welcome all qualified individuals without regard to race, religion, color, sex, ancestry, gender, gender identity, sexual orientation, age, marital status, disability, national origin, medical condition, U.S. veteran/military status, pregnancy or reasonable accommodation.

Hourly Wage Range: $31.25 - $33.65 per hour (based on 40 hours per week, approximately $65,000 - $70,000 annually)