Facilities Coordinator

Bring the Magic to Life: Events Assistant at Filoli

At Filoli, we connect a rich history with a vibrant future through shared stories and unforgettable experiences. Our Events team is at the heart of this mission, transforming historic spaces into backdrops for life's biggest moments. We are looking for an Events Assistant who is part organizational wizard and part hospitality rockstar.

The Role: From Blueprint to Breakdown

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.

The 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 Filoli brand ambassador.

On-Site Event Coordination

• The Go-To Liaison: Act as the primary face of Filoli on event nights, greeting clients, managing external caterers, and ensuring everything runs according to the timeline.

• Protect the Legacy: Monitor and safeguard Filoli’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: Our estate is grand and historic. You will frequently walk across uneven terrain, climb stairs, stand for long stretches, and need the strength to lift/carry up to 50 pounds (think moving beverage cases and setting up event gear).

Why Filoli?

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.

If you are ready to bring your energy, poise, and organizational skills to our evening events, we would love to read your application! Apply today!

Filoli Recruitment