Event Production and Services Specialist
Yerba Buena Center for the Arts (YBCA) San Francisco
Job Title: Event Services Specialist
Department: Events
Status: Regular, Full Time (37.5 hrs/week, benefited)
Classification: Non-Exempt
Schedule: Monday-Friday, evenings & weekends as necessary
Reports to: Director of Events and Partnerships
About the Role
We are seeking a creative, detail-oriented and service driven professional to join the events team and lead the event services effort for our commercial rentals program. The successful candidate will deliver exceptional customer service and provide the best possible client experience throughout the entire event process. The Event Services Specialist works closely with the events team as a power user of the event management data base supporting YBCA’s earned revenue effort, while also collaborating with key departments and YBCA staff who are mostly casual users.
The Event Services Specialist is responsible for ensuring that YBCA gets positive results through maintaining and identifying event related best practices supporting account management, calendar usage and daily operations with support from the Director of Events, Event Managers and YBCA IT team.
The successful candidate will embody our organization’s core values:
Abundance: We operate from a place of strength, with a spirit of empathy and generosity.
Authentic Collaboration: We are engaged and interconnected.
Personal Agency: We are empowered and accountable.
Boldness: We create with courage and purpose
Principal Responsibilities
Principal Contact -Serve as the principal client contact for venue rental inquiries; communicates to clients the dynamic possibilities YBCA offers as the ideal venue for a wide variety of experiences.
Client Inquiry Follow-up – Facilitate venue inquiries using Opportunities as the initial tool with prospective clients; communicate YBCA’s venue usage policies, calendar booking process, rental pricing options, confirm available dates, provide short term licensing application and confirmation letter. Identify non-commercial requests from inquiries and forward to the appropriate YBCA department.
Database Account Coordination – Responsible for entering new commercial rental bookings in USI (Ungerboeck); ensure required account event information is up to date. Update USI sales account information to ensure client contact information is correct supporting the event management process.
Opportunities Maintenance – Responsible for daily maintenance of inquiries and status’ related to opportunities process in USI, updating Opportunity notes, tracking revenue, providing rationale, entering requests from events@ybca.org for the purpose of tracking event business lifecycle.
Site Visits – Coordinate and conduct site visits that showcase YBCA as a unique experience and events venue for transforming ideas into enduring and inherently creative experiences…a place that invites the customer to explore creative possibilities to the fullest extent.
Event Administration – Facilitate coordination of client conference calls, generate initial event estimates, service orders, contracts, billing statements and other administrative duties supporting the event sales and customer service process.
Onsite Event Support – Participate in providing onsite event support for select rental events. Onsite coverage requires ownership of ensuring YBCA’s event guidelines are followed by clients, vendors and supported by YBCA service departments.
USI Reports – As requested by Events Director or COO, generate event reports focused on analyzing venue usage, earned revenue, strategic campaigns and key metrics for advancing rental revenue growth.
USI Training – With support and training from YBCA USI power users provide internal training for casual calendar users on the event management database system (USI).
Position Requirements
Excellent organizational skills with attention to detail, capacity to manage multiple tasks and deadlines.
Excellent written, verbal and communication skills with a passion for event management.
Ability to manage the expectations of a wide range of clientele.
At least 3 years’ experience in events coordination, or similar venue rental position.
Demonstrated experience with events booking and management software a must; USI a plus.
Collaborative working style with ability to foster positive relationships with diverse work groups.
Working knowledge of hospitality industry skills and key venue operational elements.
Ability to work effectively with people of diverse cultural backgrounds
Comfortable working with sensitive or explicit contemporary art and performance.
Driven, entrepreneurial spirit with a passion for developing client relationships, and deliverables generating revenue supporting YBCA.
Initiative and ability to work independently and as part of a team.
Ability to work occasional nights, weekends and holidays as necessary.
Benefits
PTO, Holiday Pay, Paid Time for Volunteer Work, Medical, Dental, Vision, Flexible Spending Accounts, Group Life and AD&D Insurance, Short and Long Term Disability Insurance, Voluntary Life and AD&D, Employee Assistance Program, Travel Assistance, and ability to participate in the 403(b) Retirement Plan. Free/member admission, member discounts at shops, & potential discounts on concert/lecture tickets at participating North American Reciprocal Museum institutions.
How to Apply
Send your resume, cover letter, and desired salary range to jobs@ybca.org . . Please include “Event Services Specialist” and your name in the subject line of your email.
Please, no phone calls or faxes—really. While we love your enthusiasm, due to the volume of applications and our limited resources, we will respond only to applicants we intend to interview. If you receive our automated thank you, we have received your resume and there is no need to follow up.
Principals only. We do not accept resumes from third parties and we will not pay fees to any agency or firm. Any unsolicited resumes received will be considered the property of YBCA and will be processed accordingly.
We wish you the best of luck in your job search!
An Equal Opportunity Employer
Yerba Buena Center for the Arts (YBCA) is committed to diversity in its programming and in creating a work culture and environment that is reflective of San Francisco Bay Area demography. YBCA encourages and actively recruits applicants representing dimensions of difference that include — but are not limited to — age, national origin, ethnicity, race, religion, ability, sexual orientation, gender or political affiliation.
YBCA will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49.
