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Event Services Assistant Jobs in California (NOW HIRING)

Esalen Institute

EVENT SERVICES COORDINATOR

Big Sur, CA · On-site

This position sits within Esalen's Event Services department and reports directly to the Event and ... Setup & Operations * Assist with cleaning and preparation of all workshop spaces, striking and ...

FAIRMONT

Senior Event Services Manger

Sonoma, CA · On-site

Serve as the lead Conference Services Manager for full-property buyouts and other high-profile ... business * Assist clients in achieving both their event vision and budgetary goals while ...

AccorHotel

Senior Event Services Manger

Sonoma, CA · On-site

Serve as the lead Conference Services Manager for full-property buyouts and other high-profile ... business * Assist clients in achieving both their event vision and budgetary goals while ...

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Event Services Assistant information

What are some typical daily responsibilities of an event services assistant, and how does the role interact with other event staff?

As an Event Services Assistant, your daily responsibilities often include setting up and breaking down event spaces, coordinating with vendors, assisting guests, and ensuring that logistical details run smoothly. You'll frequently collaborate with event coordinators, catering teams, and technical staff to address any issues that arise during events. Communication and flexibility are key, as you may need to respond quickly to last-minute changes or special requests to help deliver a seamless event experience.

What does an event services assistant do?

An Event Services Assistant supports the planning, coordination, and execution of events such as conferences, meetings, and special functions. They assist with event setup and breakdown, manage registration and guest lists, handle logistical tasks, and ensure all event details run smoothly. This role often involves working closely with event organizers, vendors, and attendees to provide excellent customer service and resolve any issues that arise during the event.

What are the key skills and qualifications needed to thrive as an event services assistant?

To thrive as an Event Services Assistant, you need strong organizational skills, attention to detail, and a background in event planning or hospitality. Familiarity with event management software, scheduling tools, and basic office applications is typically required. Excellent communication, multitasking, and problem-solving abilities help you navigate client needs and adapt to changing circumstances. These skills ensure seamless event execution, client satisfaction, and the ability to handle the dynamic nature of events.

What are the most commonly searched types of Event Services jobs in California?

The most popular types of Event Services jobs in California are:

What cities in California are hiring for Event Services Assistant jobs?

Cities in California with the most Event Services Assistant job openings:

Event Services Assistant jobs near you

EVENT SERVICES COORDINATOR

Esalen Institute

Big Sur, CA • On-site

Full-time

Medical, Dental, PTO

Re-posted 9 days ago

Job description

At Esalen, we believe in the power of our potential -- both in our staff and in our global community of students and faculty who turn to us for transformative learning experiences. More than 60 years ago, Esalen co-founders imagined a place inspired by Abraham Maslow's psychology of peak experiences and Aldous Huxley's belief in "human potentialities", the unrealized capacities of our mind and body. Today we build on this legacy by creating deep connections in a world challenged by disconnection and isolation; reigniting awe and wonder to spark greater curiosity about ourselves and others; and asking the questions that can lead to transformative change both for an individual and society.  
 
Esalen isn't just a place to work, it's an invitation to help change the world.
OVERVIEW

This full-time role is pivotal to the quality of our workshop experience and to meeting the specific needs of our faculty and teachers. We're seeking a people-centered, highly organized, and tech-savvy professional with proven event delivery experience and working knowledge of production best practices. The ideal candidate builds strong relationships, communicates clearly, streamlines logistics with modern tools, and brings a zest for life rooted in personal growth and community living. This position sits within Esalen's Event Services department and reports directly to the Event and Program Production Manager (Events Manager). This role is located in Big Sur and includes housing. 

KEY RESPONSIBILITIES

Planning & Coordination

  • Review the weekly event resume summarizing setup/breakdown needs by venue.

  • With direction from the Event and Program Production Manager, confirm room setup and coordinate onsite with visiting faculty/teachers/assistants..

  • Support occasional non-standard setups (e.g., baths or fire pit) by orienting faculty beforehand and reviewing close-out procedures. This reinforces communication already in place from the Programs Department. 

  • Assist with real-time workshop issues, especially on weekends and weekday evenings during scheduled hours, under the direction of the Events Manager when email coverage by programming is limited.

  • Log communications and build SOPs and workflows in Asana, with direction from the Events Manager, for repeatable execution.

Setup & Operations

  • Assist with cleaning and preparation of all workshop spaces, striking and resetting each room to spec, including weekends.

  • Consult, as needed, with Programs, Self-Guided Experience and the Wednesday Evening Program to support event setup/strike, always keeping the Events Manager informed.

  • Coordinate arrivals with Gate; meet faculty and/or assistants in their venue, orient them to the features of the room, point out restrooms/resources, and confirm pre-arranged printing requests.  

  • Be available during working hours for on-call support via Slack and radio.

  • Visit all active venues prior to the first workshop session, to confirm smooth setups and answer questions.

  • Conduct periodic check-ins over the course of the week/weekend as during scheduled working hours availability allows.

  • Communicate any faculty issues (i.e. delays, etc.) directly with guests, with direction from the Events Manager and the relevant teams, as needed.

  • Respond to 'on-the-fly' requests from faculty during scheduled working hours.

  • Complete additional tasks assigned by the Events Manager, designed to support operational flow and to ensure clean and well maintained workshop venues and storage areas. 

Post-Event & Continuous Improvement

  • Follow up with the Events Manager to review any visiting faculty/teacher feedback, capture learnings and track areas for improvement.

Assets & A/V

  • Create and maintain an inventory of all Events-related goods.

  • Conduct routine cleaning and maintenance of all A/V equipment and handle basic troubleshooting. 

  • Research competitive technologies and recommend/implement updates to the Events Services toolkit.

QUALIFICATIONS
  • 2+years of events-related experience (planning and on-site delivery preferred).

  • Excellent organizational skills and follow through.

  • Outstanding communication and interpersonal abilities.

  • Knowledge of A/V setup, operation and troubleshooting.

  • Tech-savvy; proficient with Asana, Slack, and Google Workspace for coordination and execution.

  • Must be able to bend and lift heavy things.

  • Excellent people skills. 

  • Prior time at Esalen and familiarity with its history and culture is a plus.

FLEXIBILITY
  • Esalen functions best when all staff work toward the common mission of encouraging everyone to reach our highest human potential. With this goal in mind, this job description is not intended to cover or contain an all-encompassing listing of activities, duties or responsibilities that may be required. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice based on Esalen's and your team's needs.
PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee must be able to maneuver on uneven ground, sit for long periods of time, occasionally carry and lift up to 35 pounds, and be able perform daily repetitive hand motions as it pertains to computer mouse and keyboard.  
COMPENSATION
This role offers a generous benefits package including competitive pay commensurate with experience, medical and dental insurance, and paid time off. In alignment with Esalen's mission in advancing human potential, staff are encouraged to engage in a wide range of personal and professional development programs designed by Esalen faculty and staff.
$21.68 - $29.20 an hour
Pay is commensurate with experience and internal equity.
Esalen Institute is an Equal Opportunity Employer.
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans.
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