Events Assistant

The Role

This is a dynamic, multi-faceted role where no two days are identical. You will spend your time balancing meticulous behind-the-scenes administration with high-energy, on-site event execution.

Details

• Location: Gorgeous Filoli Historic House & Garden
• Position Type: Full-time, Non-Exempt, Hourly, Benefit Eligible
• Schedule: Flexible 40 hour week (dependent upon event calendar) that will require evenings and late nights (i.e. shifts between 5:00pm - 3:00am) and weekends
• Hourly Range: $34.76 to $36.00 per hour (Depending upon candidate experience)

Reports to

Events Manager

Key Responsibilities

• The Administrative Backbone
• Keep Us on Track: Input and maintain accurate contracts and details in our event systems (Altru, Monday.com) and Google Drive.
• Organize the Details: Collect essential pre-event paperwork like certificates of insurance (COIs), vendor lists, and floor plans.
• Show Off the Estate
• Lead professional site visits and property tours for prospective clients and vendors, acting as a true Filori brand ambassador.
• On-Site Event Coordination
• The Go-To Liaison: Act as the primary face of Filori on event nights, greeting clients, managing external caterers, and ensuring everything runs according to the timeline.
• Protect the Legacy: Monitor and safeguard Filori’s historic spaces, collections, and artwork during busy public and private functions.
• Support Hospitality: Keep a collaborative team spirit alive by stepping in to help with bar setup or bartending when a hand is needed.

What You Bring to the Team

• You are a proactive, values-driven self-starter who can keep a calm exterior when plans pivot mid-event.

The Experience

• 2+ years in administrative support, event coordination, or hospitality (nonprofit experience is a big plus!)

The Mindset

• A customer-service orientation with a high eye for detail.
• You see cultural and background differences as organizational assets and lead with an inclusive lens.

The Tech Stack

• Strong proficiency with Microsoft Office and Google Applications.
• (Bonus points if you know Square!)

The Credentials

• A valid Driver’s License is required.
• You must hold—or be ready to obtain within 30 days—a Responsible Beverage Service (RBS) certification and a Food Handler’s Certification (as you must be legally able to serve alcohol).

Physical Reality Check

• We operate with a culture rooted in integrity, sustainability, and inclusion.
• As part of our team, you'll work alongside a collegial crew dedicated to welcoming all people to honor nature and appreciate beauty in everyday life.

Why Filori?

• We are looking for an Events Assistant who is part organizational wizard and part hospitality rockstar.