Event Coordinator for SF Design Week + AIGA SF

Job Type

Full Time


Details: Salary will be based on experience




San Francisco
United States


AIGA SF, the leading design organization in the Bay Area, serves the local design community by offering resources and programs throughout the year and annually San Francisco Design Week. The role of the Event Coordinator will require flexibility in regards to responsibilities and the ability to shift from one role to another efficiently. This role is very important in contributing to the success of AIGA San Francisco by producing events for the chapter which include panel discussions, workshops, lectures, meet-ups, mentorship programs, portfolio reviews and San Francisco Design Week. We are seeking an extremely organized candidate who is able to work independently with minimal supervisions to directly support the Executive Director by implementing her strategic vision and producing and managing all logistical aspects of events.

Responsibilities include:


Event Coordinator 

The Event Coordinator reports directly to the Executive Director and works with other support staff as a team. The position requires the ability to work in a fast paced environment, strong research skills in order to quickly find solutions, flexibility with schedule (2 to 4 evenings per month) and excellent interpersonal skills. Event coordination experience, and the ability to stay organized in a work environment where tasks may change from day to day as well as be able work well with all levels of our affiliates, members, volunteers and vendors. The Event Coordinator will be required to manage event volunteers, committees, vendors and contractors.

The Event Coordinator's role will focus on project management and production aspects for AIGA San Francisco and San Francisco Design Week. The ideal candidate will possess a strong blend of production and creative development experience across ideation, project management, and delivery. The role is for a self-starter who can manage the logistical aspects of the event itself including strategic planning for topics, maintaining a pulse on current events and trends, publishing events to the website, social media promotion and sending out communications.


Responsibilities + Requirements

  • Must be able to work in a non-profit environment
  • Support the Executive Director to deliver her strategic vision in regards to chapter initiatives
  • Coordinate chapter events throughout the year. Able to think strategically about topics based on trends and needs of the community
  • Provide timely and accurate reporting to all stakeholders as needed
  • Create event budgets and work within budget constraints
  • Proactively identify and mitigate risks and issues
  • Find resources to fulfill the needs of the organization
  • Serve as quality control to give attendee’s the best possible experience
  • Manage timelines and milestones with detailed calendars
  • Create systems for improving flow and process
  • Create and execute any installation schedules and travel movements
  • Coordinate floor plans whenever necessary and be able to adjust them accordingly
  • Responsible for Marketing (both digital and print) and posting to Social Media to ensure programs are being promoted. Write marketing materials (or oversee volunteers who write) and proof content including but not limited to event pages, eblasts and blog posts to make sure the correct messaging is reflected
  • Responsible for adding events and blog posts to the aigasf.org website and sfdesignweek.org site
  • Ensure quality is maintained and AIGA SF and SF Design Week vision is best achieved
  • For SF Design Week and other annual events: Evaluate and improve workflow, as well as keep detailed documentation for next year
  • Create and send a follow-up survey to major events when necessary to gather info and create reports from the survey and deliver final results to the Executive Director
  • Compile data for major events and impressions
  • Due to the nature of our programming and projects, must be willing to complete one full year of employment
  • Sensitivity to confidential matters is required

Manage Volunteers and Committees:

  • Schedule, create agendas and facilitate committee meetings
  • Keep accurate and up-to-date record of volunteers
  • Screen and recruit volunteers for committee needs
  • Brief new committee members with onboarding doc and set them up with necessary/appropriate resources
  • Connect the chapter with resources
  • Create committee and volunteer roles in a documented format that is easy to share with recruits
  • Serve as liaison between Committee’s and the Executive Director
  • Enable and meet deadlines while ensuring high quality results
  • Negotiate costs and budgets with vendors and venues
  • Work closely with additional committee leads and committee members to ensure efficient delivery of event and materials
  • Send thank you cards to all committee members on behalf of AIGA SF or SF Design Week


Required Skills

  • Knowledge of event coordination. Large event (tradeshows, festivals, conferences a plus)
  • Strong team management skills, working with volunteers and committees
  • Must be extremely organized in a fast-paced environment, attention to details a must
  • Strong decision making skills and ability to take initiative
  • Excellent oral and written communication skills
  • Working knowledge of Google Drive applications, Mac OS, Wordpress, Eventbrite and basic knowledge of html and Adobe Creative Suite. The ability to learn new software as our needs evolve
  • Detail oriented, ability to multi-task and manage time well, self-starter with a proactive attitude who can anticipate needs
  • Social media skills
  • Financial and budget management for projects and events


  • PTO / Vacation
  • Flexible working hours
  • Health Stipend

Level of Language Proficiency

Must be proficient in English.

Professional Level


Minimum Education Required

No requirement

How To Apply

http://www.sfdesignweek.org http//www.aigasf.org

Please send resume + cover letter and salary requirements (or a range) via email explaining why your skills and experience will be an asset to our organization. Please include your LinkedIn if you have one.