Coordinator, Event Services, Full-time, Temporary

South Coast Botanic Garden’s mission is to connect ALL to the wonders of nature and create offbeat experiences that inspire stewardship and sustainability. The 87-acre destination is an oasis of curated gardens and natural landscapes built atop a reclaimed landfill, serving as a powerful example of environmental renewal.

From the Dorothy and John Bohannon Rose Garden to the Dorothy and Allen Lay Staghorn Fern Collection and immersive seasonal exhibits, the Garden offers guests unique opportunities to engage with nature. With continued growth and exciting new developments ahead, this is an exciting time to join a dynamic and evolving organization.

South Coast Botanic Garden fosters a workplace culture where strategic focus and cultural health go hand in hand. Team members are collaborative, adaptable, and committed to supporting the Garden’s mission and guest experience.

POSITION TITLE

Coordinator, Event Services 

REPORTING RELATIONSHIP:

Reports to Manager, Event Services

 Position Summary

The Coordinator, Event Services, provides hands-on support for Garden events, programs, exhibits, rentals, and special projects. Reporting to the Manager, Event Services, this position transports equipment and materials; sets up and breaks down event spaces; assembles displays, furnishings, and décor; and assists with basic fabrication and temporary installations.

The Coordinator works collaboratively with Garden departments, vendors, and contractors to complete assignments safely, accurately, and on schedule. The role requires mechanical aptitude, practical problem-solving skills, attention to detail, and flexibility as event needs and priorities change. Building and installation work is performed within the employee’s training and in accordance with approved plans, established procedures, and supervisor direction.

This is an active position involving physical work for most of each shift, primarily outdoors across the Garden’s grounds in varying weather conditions. Evening, weekend, and holiday availability is required to support scheduled events and programs. 

ESSENTIAL DUTIES & RESPONSIBILITIES

Event Setup, Support & Logistics

• Move, load, unload, and transport equipment, furniture, décor, staging, signage, tents, fencing, lighting, audio equipment, barricades, and other event materials throughout the Garden.
• Set up, convert, and break down event and program spaces according to established layouts, schedules, and operational needs.
• Support event load-ins, load-outs, rehearsals, room flips, and strikes.
• Assist with event-related deliveries, pickups, and transportation of materials.
• Maintain clean, organized, and guest-ready spaces before, during, and after events.
• Support public programs, workshops, private events, seasonal exhibits, film shoots, facility rentals, internal events, and other special projects.
• Respond to changing priorities and event needs with flexibility and a solutions-oriented approach.

Building, Fabrication & Installation

• Assemble furniture, fixtures, displays, props, décor, signage, and other event and program elements according to approved plans, manufacturer instructions, and supervisor direction. 
• Build and modify simple structures, displays, platforms, and other temporary event elements using approved materials and methods, within the employee’s training and assigned responsibilities. 
• Measure, cut, drill, fasten, and assemble materials using appropriate tools and established safety procedures. Refer work requiring specialized expertise or additional approval to the Manager, Event Services 
• Safely use common hand and power tools following training and established procedures.
• Develop practical solutions for installing, securing, displaying, or adapting event and décor elements.
• Translate concepts, sketches, or instructions into practical physical installations.
• Troubleshoot installation challenges and determine effective solutions.
• Work collaboratively with event producers, designers, vendors, and Garden staff to execute event environments and installations.
• Safely disassemble temporary installations and return materials and equipment to storage.
• Maintain organized tools and fabrication materials used by the Event Services team.

Organization-Wide Service & Support

• Provide responsive, hands-on support to departments throughout the organization, particularly in preparation for events, programs, exhibits, and special initiatives.
• Respond to staff requests for help with moving, assembling, installing, building, modifying, or preparing materials and equipment.
• Help colleagues solve practical production challenges and turn ideas into workable physical solutions.
• Assist with temporary workspaces, staff areas, check-in areas, vendor areas, signage, displays, and other organizational needs.
• Transport materials, supplies, furniture, and equipment between buildings, work areas, storage facilities, and event locations.
• Collaborate with Production, Sales, Visitor Services, Marketing, Impact & Experiences, Horticulture, Education, Food & Beverage, and other Garden teams as needed.
• Maintain a professional, helpful, and approachable presence while working throughout the Garden.
• Represent the Garden positively and contribute to a welcoming experience for guests, colleagues, vendors, and partners.

Equipment & Asset Care

• Clean, organize, transport, and store Garden-owned event and operational equipment.
• Load and unload equipment from storage areas and utility vehicles.
• Return equipment, tools, and materials to designated locations and maintain organized, accessible storage areas.
• Perform regular assessments of event tools and operational gear, promptly flagging any damaged or malfunctioning assets to leadership for necessary repairs or replacements.
• Ensure equipment, tools, and materials are clean, organized, functional, and ready for use.

Special Projects

• Provide hands-on support for exhibits, seasonal activations, public programs, facility rentals, film shoots, donor events, and other organizational initiatives.
• Assist with projects requiring lifting, moving, assembly, fabrication, installation, demolition, cleanup, or general labor.
• Work with staff, contractors, vendors, and other partners to support successful project execution.
• Protect Garden facilities, plant collections, equipment, and other assets while completing assigned work.

Safety & Stewardship

• Follow all Garden safety procedures, operational guidelines, and established work practices.
• Safely operate carts, utility vehicles, dollies, pallet jacks, hand tools, power tools, and other equipment following appropriate training.
• Properly use required personal protective equipment.
• Maintain safe, clean, and organized work areas.
• Promptly identify and report safety hazards, incidents, equipment damage, or other operational concerns.
• Exercise care when working around plants, garden collections, structures, guests, vendors, and staff.
• Demonstrate responsible stewardship of Garden facilities, equipment, resources, and assets.

Qualifications

QUALIFICATIONS

Required

• High school diploma or equivalent.
• Ability to perform the essential functions of the position, with or without reasonable accommodation, including the physical activities described in the Work Environment & Physical Requirements section. 
• Ability to regularly lift, carry, move, push, and pull equipment and materials.
• Ability to lift and carry up to 50 pounds without assistance and heavier items with team assistance or appropriate equipment.
• Ability to safely use basic hand tools and learn to operate designated power tools after required training. 
• Mechanical aptitude and the ability to understand how objects, materials, and structures fit and work together.
• Practical problem-solving skills and the ability to identify workable solutions, seek guidance when needed, and complete assignments within established safety procedures. 
• Ability to interpret basic measurements, dimensions, layouts, diagrams, or instructions.
• Ability to work independently while also functioning effectively as part of a team.
• Strong work ethic, reliability, and willingness to help wherever needed.
• Strong communication and interpersonal skills.
• Ability to learn and consistently follow Garden policies, safety procedures, and operational standards.
• Valid California driver's license and an acceptable driving record that meets the Garden’s insurance requirements.
• Ability to work evenings, weekends, holidays, and special events as needed.
• Ability to adapt to changing priorities and respond positively to unexpected operational needs.

Preferred

• Experience in event production, event operations, fabrication, scenic construction, set design, installation, theater production, logistics, hospitality, parks, recreation, or a related field.
• Experience with woodworking, carpentry, fabrication, assembly, or construction.
• Experience using hand and power tools.
• Experience building displays, props, décor, signage, furniture, or other physical elements.
• Experience with event setup and strike.
• Experience operating utility vehicles, carts, dollies, pallet jacks, or similar equipment.
• Experience working in an outdoor environment.
• Experience working in a fast-paced, event-driven environment.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

• This position requires physical work for the majority of every shift.
• Regularly lift, carry, push, and pull equipment and materials weighing up to 50 pounds without assistance and heavier items with team assistance or appropriate equipment.
• Frequently move tables, chairs, tents, umbrellas, staging, fencing, décor, tools, equipment, and supplies throughout the property.
• Stand, walk, bend, kneel, squat, climb, reach, lift, carry, and perform repetitive physical tasks for extended periods.
• Work indoors and outdoors in varying weather conditions, including heat, cold, rain, wind, humidity, and direct sunlight.
• Navigate uneven terrain, hills, pathways, gardens, and work areas throughout the property.
• Safely operate carts, utility vehicles, dollies, pallet jacks, hand tools, and power tools following training.
• Regularly work evenings, weekends, holidays, and nighttime events.
• Work in a dynamic environment where priorities may change quickly based on event schedules and organizational needs.

COMPENSATION & CLASSIFICATION

• This is a temporary, full-time, non-exempt position paying $22.00 per hour, with an anticipated end date of December 31, 2026. The position is eligible for benefits in accordance with the Garden’s applicable plan terms and eligibility requirements. Evening, weekend, and holiday availability is required. 

CORE COMPETENCIES

• Resourcefulness — Finds practical ways to make things work.
• Problem Solving — Can look at a physical challenge and figure out a solution.
• Teamwork — Willingly supports colleagues across the organization.
• Initiative — Sees what needs to be done and takes action.
• Reliability — Shows up, follows through, and can be counted on.
• Adaptability — Responds positively when priorities and assignments change.
• Mechanical Aptitude — Understands tools, materials, assembly, and basic construction concepts.
• Safety Awareness — Uses tools, equipment, and materials responsibly.
• Organization — Keeps equipment, tools, supplies, and workspaces orderly.
• Attention to Detail — Takes pride in accurate, professional execution.
• Customer Service — Provides helpful, courteous support to staff, guests, vendors, and volunteers.
• Asset Stewardship — Treats Garden property, equipment, facilities, and collections with care.

SUCCESS IN THIS ROLE

Success in this role means:

• Events and programs are set up safely, accurately, and on time.
• Equipment, tools, and materials are organized and ready when needed.
• Creative ideas can be translated into practical, physical solutions.
• Installations, displays, décor, and event elements are assembled and executed safely and professionally.
• Staff throughout the organization know they can call on Event Services for hands-on support.
• Problems are approached with a“how can we make this work?” mindset.
• The Coordinator sees opportunities to help and takes initiative.
• The Coordinator is dependable, flexible, and willing to pitch in wherever the organization needs support.
• Colleagues trust the Event Services team to help turn plans and ideas into reality.
• The Coordinator understands that every setup, installation, build, delivery, and cleanup contributes to the Garden’s mission and guest experience.

Equal Employment Opportunity

South Coast Botanic Garden is an Equal Opportunity Employer committed to fostering a diverse, equitable, and inclusive workplace. We welcome applicants from all backgrounds and celebrate the unique perspectives, experiences, and talents each employee brings to our organization. Employment decisions are made without regard to race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity or expression, sexual orientation, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.