Special Events Coordinator

Reports To: Special Events Manager

Our Commitment: Forever Balboa Park is the nonprofit conservancy dedicated to enhancing and helping maintain all 1,200 acres of Balboa Park. From caring for the Park’s gardens and urban forest to greeting thousands of guests at the Visitor’s Center and info booths, our staff and more than 450 volunteers work year-round to ensure Balboa Park remains a natural place of wonder for all who visit. Forever Balboa Park’s mission is to improve and advance Balboa Park, so people and nature thrive together. Forever Balboa Park welcomes people of all backgrounds, identities, and beliefs to join us in achieving our mission. We place diversity, equity, and inclusion at the heart of our recruiting efforts, and strive to build a culture centered on mutual respect, equal treatment, and the opportunity to succeed.

Position Summary: Forever Balboa Park is seeking a highly organized, proactive, and detail-oriented Special Events Coordinator to support the development and operation of its growing Event Concierge Services program, as well as the planning and execution of fundraising events, cultural activations, and special projects throughout Balboa Park. The ideal candidate is a resourceful problem-solver who can independently manage assigned projects from planning through execution while collaborating with the Special Events Manager on larger initiatives. This hands-on position combines project management, event logistics, vendor coordination, administrative support, and on-site event operations.

Event Planning & Project Management: Independently manage assigned events and programs from initial planning through execution and post-event wrap-up. Develop and maintain event timelines, budgets, production schedules, site plans, and operational documents. Coordinate vendors, equipment, rentals, staffing, signage, deliveries, and event setup and breakdown. Track deadlines, project milestones, and expenses while proactively identifying and resolving logistical challenges. Serve as an on-site event lead or point of contact, overseeing operations and troubleshooting as needed. Conduct post-event evaluations and document opportunities for improvement.

Public Programming & Community Activations: Coordinate recurring public programs, seasonal activations, and community events that enhance the Balboa Park visitor experience. Manage program logistics, schedules, participant registration, and coordination with instructors, performers, and community partners. Collaborate with internal teams on program promotion, communications, and community outreach.

Vendor, Partner & Stakeholder Coordination: Serve as a primary contact for assigned vendors, service providers, performers, and participating organizations. Request proposals, compare quotes, coordinate agreements, and track vendor deliverables. Maintain vendor records, contact lists, schedules, and project documentation. Represent Forever Balboa Park professionally in meetings, site visits, and event communications.

Event Operations & Permitting: Assist with event permitting, approvals, and documentation. Prepare site plans, operational schedules, vendor information, and other required materials. Conduct site visits and walkthroughs to evaluate logistical and operational requirements. Support event load-in, execution, and breakdown while ensuring compliance with applicable City and Park requirements.

Event Concierge Services & Private Activities: Respond to inquiries, assist with site visits, and coordinate client communications. Maintain booking records, vendor information, and operational planning documents. Provide on-site management of weddings and private events.

Administrative & Financial Coordination: Maintain event budgets, expense trackers, invoices, and vendor payment records. Assist with contracts, purchase orders, expense reconciliation. Maintain project calendars, shared files, contact databases, and planning materials. Prepare meeting notes, event summaries, status updates, and reports. Collaborate with Institutional Advancement, Marketing, and Park Operations teams. Qualifications2–4 years of experience in event planning, production, program coordination, project management, or a related field. Demonstrated ability to independently coordinate stakeholders and meet deadlines. Excellent organizational, communication, and problem-solving skills with attention to detail. Experience coordinating vendors, managing event logistics, and tracking budgets. Ability to balance competing priorities and adapt to changing circumstances. Proficiency with Microsoft Office, Google Workspace, and project management tools. Ability to work independently and collaboratively in a fast-paced environment. Availability for occasional evenings, weekend, and holiday events. This job description describes the general nature and level of work expected of people assigned to this job. It is not intended to include all duties & responsibilities. Duties, responsibilities and related activities may change at any time with or without notice. The order in which the duties & responsibilities are listed is not significant. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their role. Forever Balboa Park is an equal opportunity employer. Forever Balboa Park is committed to providing an inclusive and welcoming environment for all members of its staff, visitors, volunteers, subcontractors, vendors, and donors. We do not and shall not discriminate on the basis of race, color, religion, creed, gender identity, gender expression, age, national origin or ancestry, disability, marital status, sexual orientation, or military status, in any of our activities or operations. These activities include but are not limited to hiring and firing of staff, selection of volunteers and vendors, and provision of services. We will take affirmative action measures to ensure against discrimination in employment, recruitment, and advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant. All qualified candidates please submit resume and cover letter to: hr@balboapark.orgNo phone inquiries, please.