Bring Magic to Life at Filoli as a Public Events Specialist!

Do you love creating memorable experiences? Are you a master of logistics who thrives in a beautiful, fast-paced environment? We are looking for a Public Events Specialist to help us bring our world-class public programs—from starlit Summer Nights to elegant afternoon teas—to life.

The Role: Where Creativity Meets Coordination

As a Public Events Specialist, you are the heartbeat of our events. This is a multidisciplinary role where no two days are the same. You’ll spend your time balancing administrative tasks with hands-on event execution, ensuring every guest leaves Filoli feeling inspired.

The Public Events Specialist will provide support for Filoli’s public programs, youth and adult learning experiences, and ticketed events, and assist with department administrative tasks. In line with the Strategic Plan and Interpretive Plan, you’ll support the goal of engaging the public as well as providing high-quality guest experiences. To thrive in this role, you should work well in a highly collaborative, dynamic workplace, be organized and efficient, and enjoy providing excellent customer service. 

Depending on candidate experience, the hourly rate range for this role is $34.76 to $37.00.  This is a full-time, non-exempt position with weekly evenings and/or weekends. Typically, the Assistant will work 40 hours onsite per week but this schedule may change to meet the needs of the organization.

Program Support:

• Work closely with the Manager onsite to assist with planning and executing a wide range of public programs and ticketed events including musical performances, afternoon teas, floral workshops, and signature Filoli experiences including Summer Nights and Nightfall; 

• Responsible for set-up and breakdown tasks on program days, following SOPs and Filoli’s project management tools (Monday.com);

• Positive, welcoming, engaging interactions with the public as part of the event team on program days;  

• Responsible for administrative tasks including researching, ordering, and maintaining an inventory of supplies, collecting invoices, scheduling performers and vendors, cleaning and maintaining food and beverage supplies and costumes;

• Document and photograph decor and set ups for future reference;

• Enter program participants and payments into the Altru database and use database to gather program data.

Additional Responsibilities:

• Provide the highest quality service to all customers in every interaction;

• Uphold all Filoli's policies, procedures, guidelines and standards;

• Maintain flexibility and perform other duties as assigned to respond to the needs of the organization;

• Attendance and punctuality are essential to work and all work-related functions;

• Support other departments as needed.

MINIMUM QUALIFICATIONS

An individual must be able to perform each essential duty listed above and any additional responsibilities as directed as well as satisfy the educational and skill requirements listed below:

Education and/or Experience

Education:  High school diploma or equivalent GED

Core Competencies:  

• PUBLIC EVENTS/PROGRAM EXPERIENCE – Two (2) years of experience in an office setting, including assisting and executing programs and events. 

• PEOPLE AND PROJECT SKILLS – Effective team leadership skills and cross-functional collaborative capacity. Ability to either take direction or work independently as the situation requires. Strong administrative skills. Ability to multitask, see many sides to complex issues, and perform at high standards with a collegial team. Comfortable speaking in front of groups of program participants. 

• LEADERSHIP – Flexible, energetic, and outcomes-oriented self-starter who brings a creative approach to solving problems. Capacity to interact effectively and build partnerships with Filoli’s many constituencies including staff, Board members, community partners and supporters, donors, members, visitors, and volunteers. 

• CULTURAL COMPETENCIES – Model a responsibility to self-awareness and awareness of others to recognize that individuals bring unique backgrounds, beliefs, values, and world-views. View racial and cultural differences as assets to the organization.

• DIVERSITY, EQUITY, ACCESSIBILITY, AND INCLUSION – Committed to Filoli’s dedication to integrate accountability across all efforts to support and sustain a racially equitable organization. Demonstrate a passion of advancing organizational DEAI objectives and influencing others to approach all work with an equity lens. Promote processes and communication that encourage organizational cultural competence and inclusion.

• COMMUNICATION SKILLS – Demonstrate excellent written and verbal communication skills. Communicate (listening and speaking) effectively with staff, visitors and vendors on the phone and in person, as well as respond to emergency broadcasts.

• DECISIVE NATURE – Well-honed ability to independently anticipate and analyze situations, define problems and objectives, recognize viable alternatives, and formulate rapid solutions with understanding of the inherent risks and the implications of decisions.

• COMPUTER SKILLS – High proficiency in a PC, Windows environment, Microsoft Office products, Google Applications. Above-average proficiency with Altru database - queries, entry, reporting (standard and customized). 

• AVAILABILITY – This position is primarily onsite. Maintain a flexible work schedule that may include evenings and weekends to meet the needs of Filoli.

Skills and Abilities

• Ability to assist with a variety of creative public programming audiences including family activities, lectures, musical performances, and meetings with minimal supervision;

• Ability to multi-task and demonstrate strong time-management, organization, details, accuracy and follow-through skills;

• Successfully and efficiently set-up, take down, move and reorganize rooms, equipment, and supplies to multiple locations throughout the property. This can include days with walking multiple miles and lifting and carrying items up to 30 pounds.

• Work independently, while maintaining a positive team player attitude;

• Read and interpret documents such as SOPs, safety rules, operating and maintenance instructions and procedural manuals.

CERTIFICATES, LICENSES, REGISTRATIONS

A valid Driver’s License is required.

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job including:

• Lift/carry items up to 30 pounds;

• Stand, walk across uneven terrain, climb stairs, reach, lift, carry and bend repeatedly and often to set up events (tables, chairs, AV screens, supplies, etc.) as well as sit for long periods of time at a computer.
  
  Interested?  Apply today!  https://filoli.applicantstack.com/x/apply/a26ons3w88zi/aa0