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The Huntington Library, Art Collections, and Botanical Gardens

Special Events Coordinator

Special Events Coordinator


Job Number: 095-15 

Department: Special Events

Classification: Regular, Hourly, Full Time, 37.5 hours per week


Working under regular supervision and independently to assist the Special Events Manager. Has extensive contact with other departments within the Huntington, donors and outside organizations. Functions include initial client contact, advising on event plans, liaising with appropriate staff and vendors, organizing walk-thrus as needed, coordinating set up and strike time, and overseeing logistical execution of the client’s vision for the event. Also provides logistical event support for public programs, lectures, concerts, members events, etc. Reports to the Special Events Manager.


Essential Functions:


  • Assists the Special Events Manager with the following duties:
    • Interfaces with Huntington Staff, Volunteers and Outside Organizations in planning and executing events.
    • Schedules events.
    • Staffs/works events (some physical work such as moving audio-visual equipment, chairs, table décor, etc.)
  • Manages the calendar and usage of institutional facilities, works with Facilities and Security departments on setup and security requirements, generates contracts, processes all invoices and bills for events, and coordinates with catering and vendors for events.
  • Handles inquiries (via phone, mail or in person) concerning special events at the Huntington.
  • Oversees and troubleshoots events. (some physical work such as moving chairs, easels, projectors, etc.)
  • Prepares and distributes daily, monthly and yearly events schedule.
  • Manages event database, keeping a record of events, finances and related information. Prepares and analyzes reports as requested.
  • Serves on other committees and groups as required.
  • Supervises on-call staff as needed.


Other Functions: Other duties as assigned.




  • Must have strong written and verbal communication skills. 
  • Must be very well organized and detail oriented. These skills and abilities are usually acquired through the completion of a B.A. degree or equivalent coursework.
  • Ability and to work collaboratively, accept responsibility, maintain a flexible attitude, and a willingness to calmly resolve challenges in a fast-paced environment are necessary.
  • Multi-tasking and prioritizing skills as well as the ability to work independently are required.
  • Must be able to work nights and weekends regularly as required.
  • Computer skills required.  Microsoft Word, Excel, and Power Point. Experience working with EMS Pro & Raisers Edge is desired.
  • Must be able to lift, move, push, pull, etc. up to 30 pounds.


Experience: Some special events experience preferred.


Working Conditions: A combination of normal office environment with a portion of work conducted on the grounds and in facilities at various locations throughout the institution.


How to Apply For Employment


Complete an Application


In order to be considered for employment at The Huntington, you need to submit an employment application by email, mail, or in person. Refer to the posted job listings for any additional materials that may be required for consideration of your application. In your correspondence, please include the job number that corresponds to the position for which you are applying. Only one set of application materials is necessary, unless you are applying for more than one position. 

Employment applications are available online or in The Huntington's Visitor Reception area from 8:30 a.m.- 4:30 p.m. Monday through Friday.

Huntington Employment Application   

By Email
Email completed applications to: Include the job number in the subject line. 

By Mail
Send your resume or completed application to: 

The Huntington Library, Art Collections, and Botanical Gardens 
1151 Oxford Road 
San Marino, CA 91108
Attention: Human Resources, Job # 095-15 

By Fax
626-449-2306. Include the job number on your cover sheet.

In Person
You are welcome to complete an employment application and submit your resume and other materials to the receptionist in the Visitor Reception area adjacent to the Entrance Pavilion during regular business hours. Unfortunately, we are unable to conduct on-the-spot interviews. 

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Special Events Coordinator

Date Posted:  03/30/2015
Experience Level:  Entry
Career Group:  Programs
Cause Type:  Arts & culture

1151 Oxford Road
San Marino, CA 91108

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