Job Title:
Special Events Assistant
Supervisor:
General Manager
Status:
Part-time seasonal position (non-exempt)
Duration:
July 8 – August 2, 2024 (exact start date subject to negotiation)
Job Overview
Festival Mozaic is a fast-paced, fun and vital community nonprofit organization that presents performances by internationally renowned classical musicians and crossover artists in venues throughout San Luis Obispo County, California. Now in it’s 53rd year, the 2024 Festival dates are July 18-27. The season will feature chamber music concerts, “Notable Encounter” interactive events, outdoor concerts, reception and dinners, free daytime recitals, and a large finale orchestra concert.
The Special Events Assistant is a key member of the Festival Mozaic team and will directly with the General Manager to ensure that all logistics and details for the many receptions and dinners run smoothly. They will work independently and as part of the entire Festival team. This position will require interaction with venues, caterers, wineries, and other third-party vendors involved in the Festival’s special events. The person in this position will also interact on site at events with Festival Mozaic donors and VIP patrons. The ideal candidate will have an interest in event planning and/or hospitality.
Essential Duties & Responsibilities
PRIOR TO FESTIVAL:
- Follow up with patrons about entrée selections, allergies, seating preferences, etc.
- Coordinate final details with venue contacts, caterers, wine sponsors, and rental companies.
- Create and send evites to Festival receptions.
- Prepare guest lists, seating charts, name tags, place cards, and printed menus.
- Work with Volunteer Coordinator to arrange for volunteer assistance at events as needed.
- Attend pre-festival Production Meeting.
DURING FESTIVAL:
- The Special Events Assistant will attend and take ownership of the following events:
- July 13th – Volunteer Appreciation Brunch – Harold J. Miossi CPAC
- July 17th – Musicians, Hosts and Donors Welcome/Kickoff Event – Octagon Barn
- July 19th – Opening Night Reception – Harold J. Miossi CPAC
- July 21st – Table Seating for Quarteto Nuevo – See Canyon Fruit Ranch
- July 22nd – Notable Encounter Dinner – Cass Winery
- July 24th – VIP Party – Luna Red Restaurant
- July 25th – Table Seating for Tim Bluhm & the Coffis Brothers – Dana Adobe
- July 27th – Closing Reception – Performing Arts Center SLO
- At each event, the Special Events Assistant will (as needed per the event)
- Work the check-in desk for patrons
- Assist with table and chair setup (if needed)
- Set tables with place cards, menus, etc.
- Assist with event décor – i.e. centerpieces/flowers
- Be the main point of contact on site to receive vendor and catering deliveries
- Ensure patrons have a great experience from start to finish at these events.
AFTER FESTIVAL:
- Assist with reorganization and restocking of equipment and supplies.
- Create thank you notes for donors, in-kind sponsors, wineries, etc.
- Attend staff debrief and provide feedback on improvement for future seasons.
As a small organization, all employees of Festival Mozaic are expected to perform other duties as assigned.
Knowledge, Skills, Talents, & Abilities
- Familiarity with Microsoft Office (Word, Excel, PowerPoint) required.
- Experience with Google Drive, Dropbox, or other file sharing platforms required.
- Experience in food service, hospitality, customer service, and/or retail is a plus.
- Team player with a positive attitude and ability to problem solve.
- Excellent people skills and strong customer-service ethos.
- Respect for a diversity of cultures.
- Valid driver’s license and reliable vehicle required (mileage reimbursed at IRS rate).
- Cell phone with text message and email capabilities required.
Confidentiality: All matters pertaining to operations, donors, patrons, volunteers, musicians and other Festival personnel must remain confidential.
Organization: Good time-management skills, attention to detail, and positive attitude. Ability to work independently and with a team and meet deadlines.
Coordination: Understand the relationship of all operational positions to each other, and their impact on the culture and meeting operational goals. Adjust actions on relation to others’ actions, i.e., collaboration and team work.
Mission: All employees are responsible for promoting the mission of the organization. All employees follow branding and communications standards established for the organization.
Compensation
- $16/hour
- Mileage will be reimbursed when driving a personal vehicle according to IRS guidelines. Personal commuting miles are not reimbursed.
- Free admission to all Festival Mozaic events, some culinary events excluded.
- Some meals and snacks provided.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to lift up to 35 pounds, climb stairs, ability to see well in semi-darkness. Must be able to work long hours during Festival – evenings and weekends are required.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Solitary and team-work settings; noise level ranges from quiet to loud; some outdoor events in varying temperatures.
How To Apply
To apply, please submit a cover letter and resume detailing your interest and qualification via email to:
David George, General Manager
No phone calls please.
Applications accepted on a rolling basis until filled.
Mozart Festival Association dba Festival Mozaic is an equal opportunity employer and does not unlawfully discriminate on the basis of race, creed, national origin, disability, sex, marital status, age, gender identity or any other protected status covered by federal or state law. www.FestivalMozaic.com