Festival Coordinator

Title: Festival Coordinator

Reports to: Program Director

Status: Part-Time Seasonal, Hourly

Schedule: In Person, Tuesdays and Wednesdays 10:00 AM-5:00 PM (with breaks)

Position Summary

The Festival Coordinator is a key support role for the Golden Gate Festival, providing essential administrative, logistical, and on-site assistance to ensure a smooth, joyful, and well-coordinated experience for all participating choirs, singers and families in the choir. Reporting to the Program Director, this position supports the PEBCC team in the preparation, execution, and daily operations of the Festival. This role is crucial to the success of PEBCC’s largest public event and requires strong communication and organizational skills, as well as attention to detail.

Essential Duties & Responsibilities

Festival Preparation

Pre-Festival Administrative & Logistics Support

• Assist with homestay coordination and help create and maintain homestay work files.
• Collect materials from visiting choirs for concert programs and organize content for accuracy and completeness.
• Support the creation and assembly of choir packets and binders, including daily schedules and highly detailed individualized information for each choir.
• Maintain work files, shared drives, and internal spreadsheets as requested; create simple infographics as needed.
• Help create and maintain the master Festival Binder containing all program, logistical, and operational information.
• Prepare competition and adjudication materials, including music copies, judge binders, and score materials.
• Run errands as needed, including shopping, item pickups, merch coordination, and supply procurement.
• Support Summer Leads and Volunteers with coordination, communication, and assigned tasks and act as a point of resource for them to answer simple questions.
• Assist with creating Canva-based materials such as flyers, signage, maps, or informational handouts.
• Other duties as assigned.

On-Site Festival Support (Festival Week)

• Serve as an on-site support presence throughout Festival days from the information booth to support all festival participants.
• Act as runner, and general problem-solver for staff, conductors, parents, and visiting choirs as needed.
• Help direct visiting choirs, families, and guests to appropriate locations and activities.
• Assist with youth-focused needs, ensuring singers feel supported, welcomed, and safe.
• Manage basic equipment and supplies, including medical kits, information boxes, chargers, walkie-talkies, etc.
• Maintain and support festival materials, signage, and resources throughout the event.
• Support communication between festival sites, staff, and volunteers to ensure coordination and timeliness.
• Take charge to ensure participants have what they need, answers to their questions, or direct them to the appropriate staff member to ensure they will be taken care of.
• Work an 8:00 AM–5:00 PM shift during Festival Days (hours may vary).

Administrative Support

General Office

• Manage administrative tasks including copies, nametags, folder prep, signage, and general office projects.
• Assist with building and maintaining festival binders, emergency materials, and organizational systems.
• Keep materials updated and accurate at all times
• Help organize and maintain spreadsheets, attendance documents, and checklists.
• Support the preparation of materials for pre-festival gatherings of volunteers.

Communication & Participant Support

• Serve as a point of contact for simple inquiries from choirs, volunteers, or families, providing clear and timely information.
• Share relevant updates and observations with the Program Director to support smooth festival operations.
• Uphold a welcoming, supportive, and professional presence for all festival participants.

Knowledge Skills and Abilities

• Minimum of two (2) years experience in one or more of the following roles: program assistant, event support, administrative assistant, office assistant, youth program staff, or equivalent.
• Proficiency with Google Workspace Suite (Docs, Sheets, Slides, Drive), Canva, and spreadsheet formulas.
• Strong verbal and written communication skills.
• Excellent organizational skills, high level of attention to detail, and comfort managing large amounts of information.
• Warm, professional, and supportive manner with youth and adults from diverse communities.
• Ability to prioritize multiple projects, work independently once trained, and adapt to shifting needs.
• Ability to read music at a basic level and work with music-related materials.
• Basic design or layout experience (Canva).
• Comfortable with on-site event communication and fast-paced environments.
• Ability to lift, carry, load, and transport materials (up to 30 lbs).
• Valid California Driver’s License with an insurable driving record.
• Ability to complete California DOJ LiveScan for youth-serving organizations.

Preferred Qualifications

• Experience with festivals, events, hospitality, or performing arts organizations.
• Experience working with youth and/or volunteers.
• Working knowledge of Oakland and the surrounding community.
• First Aid/CPR certification.

Personal Attributes/Values

• Maintains a high level of personal accountability, dependability, and task ownership.
• Demonstrates strong execution skills: able to understand instructions quickly, ask clarifying questions when needed, and complete tasks accurately and on time.
• Able to interact politely, effectively, and compassionately with participants from all backgrounds.
• Enthusiastic, mission-aligned, and excited about working with youth.
• Professional maturity and calm demeanor during stressful or rapidly changing situations.
• Proactive and responsive; takes initiative and anticipates needs.
• Flexible, energetic, diplomatic, and able to maintain a positive attitude.
• Deep commitment to equity, inclusion, and PEBCC’s values.
• Humor, adaptability, self-motivation, and a collaborative spirit.

Physical Requirements

This position includes office, festival site, and event-based environments. Must be able to, with or without accommodation:

• Stand, sit, kneel, walk, bend, and perform repetitive motions for extended periods.
• Traverse multiple buildings, outdoor sites, and stairs safely.
• Operate standard office equipment (computer, phone, printers).
• Lift, carry, and transport items up to 30 lbs.
• Communicate clearly in person, by phone, and via walkie-talkie.
• Complete COVID-19 primary vaccination series.

Benefits & Compensation

Our work environment is casual, upbeat, professional, and fun. This is a part-time, seasonal, hourly, non-exempt, in-office position based in Oakland, CA. 10–20 hours/week; weekday in-office hours required (typically sometime between 10 am - 5pm Tuesday & Wednesday.) From July 6 - 18, 2026, work up to 35 hours per week will be required to support the festival. The non-negotiable pay rate for this position is $20 per hour. Employees are eligible to participate in benefits the first of the month following 30 days of service. Benefits include:

• Accrue paid sick leave based upon your hours of service.

About PEBCC

Founded in 1982, PEBCC serves 300+ youth annually from across the Bay Area. Known for its

musical excellence and cultural impact, the organization tours internationally and champions equity in the arts. In 2024, PEBCC won the “Young Choir of the World” award, and in 2026 will host the Golden Gate International Choral Festival, the largest youth choral competition in the U.S. https://www.piedmontchoirs.org/

To Apply

Email your resume and a letter of interest to Anastasia Morris at afegbeitel-finn@piedmontchoirs.org

Piedmont East Bay Children’s Choir is an equal opportunity employer and does not

discriminate on the basis of race, color, religion, gender, age, national origin,

disability, marital status, or sexual orientation.

Our work environment is casual, upbeat, professional, and fun. This is a part-time, seasonal, hourly, non-exempt, in-office position based in Oakland, CA. 10–20 hours/week; weekday in-office hours required (typically sometime between 10 am - 5pm Tuesday & Wednesday.) From July 6 - 18, 2026, work up to 35 hours per week will be required to support the festival. The non-negotiable pay rate for this position is $20 per hour. Employees are eligible to participate in benefits the first of the month following 30 days of service. Benefits include:

• Accrue paid sick leave based upon your hours of service.