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 along with a resume to the MCBG Director of Operations, Aspen Logan, at operations (at) gardenbythesea (dot) org.
ABOUT THE MENDOCINO COAST BOTANICAL GARDENS
The Mendocino Coast Botanical Gardens (MCBG) is a nonprofit botanical garden with a unique mixture of manicured gardens and wild habitat located along the Pacific Ocean. Our mission is to engage and enrich lives by displaying and conserving plants in harmony with our Northern California coastal ecosystems and to preserve public access to the coast.
Each year, more than 100,000 people experience the wonder of nature in all its seasons at the Mendocino Coast Botanical Gardens. This botanical escape is a place for guests to be inspired and experience the simple joy of a natural setting.
Pay: From $25.00 per hour
Benefits:
- Employee discount
- Paid time off
Work Location: In person
