Job Description

Position: Events Manager supporting NCA Clients

Virtual: No, In-Person

Status: Full-Time (40+ hours/week) | Hourly with potential for salaried placement

Location: Corporate Office – Little Italy, San Diego, CA

Posting: Open Until Filled

Start Date:  ASAP, or Upon Selection

ABOUT US

New City America, Inc. (NCA) is a privately owned corporation specializing in consulting and contracting with nonprofit district management organizations. These organizations are responsible for overseeing a wide range of operations, including—but not limited to—nonprofit administration, board governance, financial management, public safety and cleanliness, public space development and activation, marketing and promotions, special event production, and brand identity creation.

Founded over 25 years ago, NCA is recognized as an industry leader, known for delivering exceptional and tailored services to clients. Our portfolio includes prominent San Diego communities such as Little Italy, East Village, Downtown El Cajon, and Downtown Chula Vista. While NCA also serves clients beyond San Diego County, this position will primarily focus on our work within the San Diego region.

JOB DESCRIPTION

We are looking for an experienced event coordinator to organize a wide array excellent events – from small to large. You will be responsible for every aspect of an event, from choosing venues to evaluating performance afterwards. An event coordinator must be well-organized, have a firm grasp of logistics, and competent in vendor management. Communication skills and attention to detail will set you apart as the best among the candidates. Add a shot of enthusiasm and passion for the job and you’ll be our ideal candidate. The goal is to organize unforgettable events that will ensure the entertainment of attendees and facilitate the completion of business objectives. You will also be tasked with researching, securing and cultivating sponsors for events leveraging the various clients and districts we serve.

KEY RESPONSIBILTIES

• Understand requirements for each event
• Plan event with attention to finances and time constraints
• Book venues and schedule speakers, entertainers, and activations
• Research vendors (catering, decorators, musicians etc.), negotiate, and choose the best combination of quality, terms, and cost
• Negotiate with vendors to achieve the most favorable terms
• Manage all event operations (preparing venue, invitations etc.)
• Do final checks on the day of the event (e.g. tables, AV, technology, etc.) to ensure everything meets standards and is functioning
• Oversee event happenings and act quickly to resolve problems
• Create and develop new events or evolve existing events to make them different and more exciting
• Work with direct report to flush out concept, viability and lose planning
• Timeline and budgeting development to be sure tasks are within budget and executed in a timely manner
• Research and engage potential sponsors to secure full funding for district events through relationship-building and strategic outreach
• Create and maintain customized sponsorship decks that effectively communicate event goals, audience insights, and sponsor benefits
• Implement and lead staff/task force pre-production meetings on event development and to assign tasks to support the event
• Hire temporary event personnel or schedule existing staff/admin for day-of operations and support with approval of direct report
• Review all contracts before presenting to direct report to be signed
• Secure invoice, W-9, and certificate of insurance from service vendors
• Work with the Financial Manager to be sure all invoices are submitted in a timely manner for payment
• Work with the district’s insurance broker to acquire all appropriate policies and be sure all service and event vendors have listed the community as additionally insured
• Collaborate with the public relations team to review press releases, prepare for event coverage, and actively participate in biweekly PR calls
• Develop a comprehensive run of show for each event, detailing timelines, roles, and logistics to ensure seamless execution
• Be the day-of point of contact and oversee layout, vendor load-in, “back-of-house” operations, event logistics, scheduling, load-out, etc.
• Respond to emergency issues (i.e., vendor delays, scheduling issues, etc.) and resolve crisis management issues calmly
• Hold post-production meeting with staff/task force and take notes to determine success and areas for improvement for the following year
• Support the development and distribution of monthly newsletters across multiple districts by collaborating with NCA team members, public relations firms, and contributors to ensure timely and relevant content
• Update and maintain event webpages, ensuring accurate content, formatting, and branding

SKILLS

• Proven experience as event coordinator and track record of organizing successful events
• Proficient in MS Office and Adobe Suite (Photoshop and/or Illustrator)
• Moderate photo editing skills
• Excellent vendor management skills
• Knowledge of basic recruitment practices
• Outstanding communication and negotiation ability
• Well-organized with multi-tasking skills
• Able to handle stress and remain calm
• Problem-solving ability
• Degree or 4+ years’ experience in hospitality management, public relations, event development, or relevant field is preferred

COMPENSATION & BENEFITS

• Hourly: $28.85–$31.25 | Salary: $60,000–$65,000 annually
• Overtime Permitted with Prior Authorization
• Medical (65% covered) and Dental & Vision (100% covered)*
• 401(k) (non-matching)*
• Paid Time Off (PTO)*
• Sick Leave (eligible immediately)
• 12 Scheduled Holidays
• Potential for bonuses

* Eligible after 90 days of employment

SCHEDULE & WORK LOCATION

• Standard: Monday through Friday
• On Occasion: Weekends or Before/After Hours Based on Need
• In-person at Corporate Office in Little Italy, San Diego. Remote work is allowed with prior authorization but is not a part of the position’s standard schedule.

HOW TO APPLY

Interested candidates should submit a cover letter, resume, and three (3) references to Monica Montes at monica@newcityamerica.com.

For questions about New City America, Inc., the position, or the client organizations, please email Monica Montes directly.

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