Festival Coordinator; Part-Time, In-Person, Seasonal

Schedule:

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

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.

• 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.

• 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).

• 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.

• 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.

• 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…