Event Coordinator Assistant

BOXCAR THEATRE is dedicated to supporting ground-breaking artistic visions through experience-driven productions for adventure seeking audiences.

The company produces unique and immersive event experiences in San Francisco, including public performances, and private & corporate events. Our private and corporate events include holiday parties, team-building activities, client entertainment, weddings and birthday parties.

BOXCAR THEATRE celebrates inclusion and is committed to workplace diversity. As a matter of policy, the company does not discriminate against race, gender, sexual orientation, age, physical ability, or any other articles of identity in our hiring practices. BOXCAR THEATRE holds the safety, well-being, and enjoyment of our performers, staff, and guests in the highest regard.

The Event Coordinator Assistant is a part-time, non-exempt hourly position in the Management Office of Boxcar Theatre. Compensation is based on experience and performance. The position is not eligible for paid time off or other benefits.

The Event Coordinator Assistant reports to the Event Coordinator and has no supervisory responsibility. The position works closely with Event Concierges, who are responsible for sales; the VP of Operations, who oversees event and venue operations; the Venue Director, who manages and facilitates the event space and staff; the Talent Manager, who manages talent coordination; the Event Managers, who oversee event execution; and the Food & Beverage Manager, who oversees food and beverage service. The Event Coordinator Assistant is responsible for working alongside and according to the needs of the Event Coordinator to assist in capturing event details and organizing all aspects of a private event from the time when a contract is signed to the moment the doors open. They also work closely with our catering vendors, and help manage post-event follow up.

The ideal candidate is organized and detail oriented. They are skilled at following directions, as well as their own initiative, to accomplish tasks on - and ahead of - deadlines. They are a personable relationship manager and comfortable upselling clients to additional services and packages.

The Event Coordinator Assistant must perform the following tasks to the highest standards:

• Provide exceptional hospitality around the the principals of 5-star service
• Project and cultivate a professional manner with an emphasis on teamwork, hospitality and guest experience
• Deliver on established departmental goals; policies & procedures; budgets; and schedule deadlines
• Monitor Client and Guest Satisfaction Reports as assigned, and recommend actions to improve results
• Maintain good communication and working relationships with all departments, colleagues, clients and guests; building relationships, managing conflict, and fostering a positive working environment
• Ensure accuracy in documentation, financial transactions, and other administrative tasks
• When assigned, assist the Event Coordinator by acting as the primary client relationship manager after a Letter of Agreement is signed, gathering requirements, communicating updates and managing expectations leading up to the event
• Assist in determining a client’s catering needs, sharing menu options, coordinating pre-event tastings and creating a Banquet Event Order, and identifying opportunities to upsell or drive additional revenue where appropriate
• Along with the Event Coordinator, work with Boxcar’s VP of Operations, Venue Director, and Talent Manager to help develop an event plan and identify staffing requirements, trouble-shooting when necessary
• Assist the Event Coordinator as they serve as the primary conduit between the client, vendors, and Boxcar’s event management team: gathering operational requirements, circulating those requirements internally, managing placement and fulfillment of the Catering and other vendor orders, and clearly communicating event timeline and logistics back to the client
• As assigned, proactively communicate with the client through the event planning process, coordinate additional site visits, direct event setup, organize vendor and staff communication, provide a pre-event tour with the client, and successfully hand over the relationship to the Event Manager for day-of event execution, remaining on-call as needed for day-of support
• Help manage post-event follow up by requesting feedback, sending thank you cards, and updating event testimonials for future marketing purposes
• Demonstrate flexibility and the ability to improvise at a moments notice

Primary Duties Include:

• Create detailed floor plans and seating layouts
• Prepare, format, and print menus, signage, and other event materials
• Support the preparation, updating, and distribution of Banquet Event Orders (BEOs)
• Maintain catering trackers, and record all dietary restrictions and service details
• Participate in and help coordinate final walkthroughs with clients and vendors
• Organize and maintain event files for accessibility and archival purposes
• Provide logistical support to the Event Coordinator and clients for pre-show receptions, Gatsby events, corporate functions, private celebrations, and weddings
• Assist with event set-up, including catering stations, décor, and printed materials
• Greet and assist clients, vendors, and guests with professionalism and courtesy on event days
• Take thorough notes during meetings and walkthroughs to ensure accurate documentation of all details
• Contribute to the creation, refinement, and updates of the Event Coordination Manual and SOPs
• Provide administrative support including scheduling, email correspondence, and vendor follow-ups
• When assigned, fully coordinate smaller-scale events (e.g., Gatsby Parties and Pre-Show Receptions)

OTHER DUTIES AS ASSIGNED

Necessary Qualifications:

• 1 year of event planning, coordination, or management experience
• 1 year experience working in a client or vendor-facing role
• Excellent time management, organization and communication skills
• Ability to build personable and productive business relationships with clients, vendor and internal stakeholders
• Proven track record of assisting in managing multiple projects independently

Job Type: Part-time

Pay: $25.00 - $30.00 per hour

Work Location: Hybrid remote in San Francisco, CA 94133