Freelance Government Event Planning Jobs (NOW HIRING)

About ArtCenter
Foundedin 1930 and located in Pasadena, California, ArtCenter College of Design is a globalleader in art and design education and has had an international reputation forits rigorous, transdisciplinary curriculum, faculty of professionals, strongties to industry, and commitment to socially responsible design. ArtCenter is aprivate nonprofit fully accredited by the WASC Senior College and UniversityCommission (WSCUC).

Every position atArtCenter plays an important part in carrying out the cultural values, goals,strategic vision, and mission of the College. This includes upholding andcultivating an inclusive, respectful, and welcoming environment where everyonefeels a sense of belonging.

Reporting to thedirector, Special Events, the Events and Engagement Specialist collaborateswith campus partners to support the planning, promotion, coordination, andexecution of the College's signature events. The incumbent contributes to thesuccessful delivery of high-profile events that strengthen the College's brand,advance strategic vision and plans, support strategic priorities, and fostermeaningful engagement with internal and external audiences. The incumbent alsosupports venue rental sales, marketing and operations, public event promotion,and continuous improvement of event planning policies, processes andexperiences.

This is a full-time position with a schedule of Monday through Friday,8:30 to 4:30 p.m. The position is eligible for flexible scheduling and can beperformed, remotely, hybrid or combination or required as a condition ofemployment.  The college reserves the right to modifyschedules as needed to meet the business needs with appropriate notice. Maybe required to work nights and weekends to staff events.

Essential Functions

Institutional Event Planning and Coordination - 40%

• Coordinate the planning and execution of assigned on-campus and off-site signature events, including orientation, graduation, Grad Show, Board meetings, donor and government events, community celebrations, and other high-profile College events.
• Develop and maintain event project plans, production schedules, timelines, run-of-show documents, floor plans, and event checklists.
• Coordinate event logistics including venues, catering, audio/visual services, signage, registration, transportation, accessibility, security, volunteers and event materials.
• Serve as a primary point of contact for assigned events, collaborating with campus partners, vendors, sponsors, and service providers to ensure successful event delivery.
• Build and maintain collaborative relationships with faculty, staff, executive leadership, vendors, sponsors, community partners, and external clients to support successful event outcomes.
• Support executive-level events involving the President, Board of Trustees, donors, government officials, and distinguished guests while ensuring appropriate protocol and a high-quality guest experience.
• Support speakers, VIP guests, volunteers, and participants throughout the event lifecycle.
• Assist with event budgets, purchasing, invoicing, and post-event reconciliation.
• Support on-site event operations, troubleshooting issues and ensuring a seamless attendee experience.
• Serve as a brand steward by ensuring College events reflect ArtCenter's visual identity, messaging, hospitality standards, and commitment to delivering exceptional attendee experiences.

Event Engagement, Marketing and Venue Rentals - 35%

• Collaborate with Marketing and Communications to develop and implement promotional strategies for signature and public-facing events.
• Coordinate event marketing timelines and support content development across web, email, social media, campus communications, and event calendars.
• Support initiatives that increase awareness, attendance, and community engagement through flagship College events.
• Assist in marketing the College's event and meeting spaces to external organizations, community partners, and businesses.
• Respond to venue rental inquiries, coordinate site visits, and support client communications throughout the booking process.
• Maintain venue rental marketing materials, website content, and promotional resources.
• Identify opportunities to increase awareness, utilization and revenue generated through campus event spaces and locations.
• Support the delivery of event experiences that strengthen ArtCenter's reputation, celebrate the creative community, and foster meaningful connections with prospective students, alumni, donors, industry partners, and the public.

Event Strategy and Operations- 20%

• Contribute to the development and implementation of College-wide event strategies that strengthen the College's reputation, support enrollment and advancement objectives, and enhance community engagement.
• Participate in event planning meetings, post-event evaluations, and operational debriefs.
• Recommend improvements to event workflows, operational processes, attendee experiences, and service delivery.
• Develop and maintain event planning resources, templates, operational procedures, and best practices.
• Analyze attendance, audience engagement, venue utilization, participant feedback, and operational outcomes
• Support the implementation and effective use of event management, registration, CRM, and project management platforms to improve planning, communication, and reporting.
• Ensure compliance with institutional policies, safety protocols, accessibility standards, and applicable event-related procedures.

Other Duties- 5%

• Maintain memberships, professional engagement, and active involvement in applicable professional organizations.
• Serve on educational or College-wide committees, work groups, task forces, and/or councils.Other duties as assigned.