Job Description
The Event & Project Manager is responsible for leading the planning, coordination, and execution of council-wide events and organizational projects that advance Girl Scout mission outcomes. This role ensures that all logistical, production, and operational elements run smoothly and professionally. The Event & Project Manager exercises strong decision-making authority, oversees day-of execution, and manages an administrative support position. The Event & Project Manager is highly self-sufficient, detail-oriented, and skilled at managing complex projects, coordinating across multiple teams from concept through completion. They will collaborate with staff, members, volunteers, partners and vendors to deliver impactful experiences.
ESSENTIAL DUTIES & RESPONSIBILITIES
Event Leadership & Execution - Serve as the primary lead for planning, coordinating, and executing council-wide events with a focus on logistics, timelines, production, and on-site management.
- Plan and implement safety measures for all events, ensuring attendee well-being, compliance with council and GSUSA guidelines, and proper risk mitigation.
- Lead cross-department event planning discussions to clarify goals, roles, responsibilities, and execution plans.
- Develop and manage detailed project plans, run-of-show documents, day-of schedules, logistics maps, budgets, and risk management plans.
- Coordinate and direct all day-of-event operations including vendor management, staff/volunteer coordination, troubleshooting, and program flow.
- Oversee post-event evaluation processes, including debrief facilitation, surveys, reporting, and recommendations for improvement.
- Perform other duties as necessary or assigned.
Project Management - Manage select organizational projects that require cross-team coordination, timelines, and deliverables tracking.
- Establish clear project workflows, milestones, and communication plans for internal stakeholders with the ability to manage up and communicate key information to leaders across the organization.
- Support continuous improvement by creating documentation, templates, and systems that streamline future events and project execution.
Team Supervision & Collaboration - Provide oversight, delegation, and guidance to an administrative support role assisting with event and project tasks.
- Coordinate volunteer involvement and ensure adequate staffing before, during, and after events.
- Facilitate planning committees as needed, including staff, volunteers, and girl members.
Vendor, Partner & Stakeholder Coordination - Work with marketing team to ensure effective event promotion and accurate event details.
- Research, select, and negotiate with vendors including venues, catering, A/V, entertainment, décor, and rentals.
- Cultivate relationships with community partners, speakers, program presenters, and other stakeholders.
Budgeting & Reporting - Support fund development efforts by preparing sponsorship materials and assisting with sponsor fulfillment.
- Prepare event budgets, manage vendor contracts, invoices, and service agreements.
- Track expenses, reconcile invoices, and provide status updates to leadership.
Required - Bachelor's degree in business management, communications, hospitality, marketing, or related field; equivalent experience considered.
- Minimum two years of experience in event management, project management or related work.
- Strong project management abilities, including the capacity to manage multiple events/projects simultaneously.
- Excellent organizational and time-management skills with sharp attention to detail.
- Demonstrated ability to make independent decisions and problem-solve in fast-paced environments. Strong communication skills, both verbal and written, with the ability to engage with diverse stakeholders.
- Proficiency in Microsoft Office Suite, Teams, SharePoint, project management tools (e.g., Asana), and CRM systems (e.g., Salesforce).
- Must possess valid California driver's license, a clean driving record, and provide proof of insurance.
Preferred - Bilingual (English/Spanish).
- Appreciation for, or willingness to learn, the Girl Scout mission, program pillars, and organizational culture.
PHYSICAL REQUIREMENTS - Able to lift and carry 25 pounds.
WORK HOUR/TRAVEL - Ability to work a flexible schedule including evenings and weekends.
- Travel within the council's 18-county jurisdiction as needed.
- Hybrid work schedule.
GSHCC COMMUNITY STATEMENT Girl Scouts Heart of Central California (GSHCC) is a girl-centric and performance-driven community. At GSHCC, our mission is to build girls of courage, confidence, and character, who make the world a better place. Across 18 counties, we offer an array of programming and perspectives with the goal of ensuring all girls, volunteers, and staff have a safe space, where they can learn and grow and be their authentic selves.
GIRL SCOUT LAW Girl Scouts of all ages recite-and live by-the ideals listed in the Girl Scout Promise and Law. They remind us to do our best in being kind to others, respecting ourselves, making the world a better place, and so much more.
As a member of GSHCC staff, I will do my best to be:
- honest and fair
- friendly and helpful
- considerate and caring
- courageous and strong
- responsible for what I say and do
- respect myself and others
- respect authority
- use resources wisely
- and make the world a better place and be a sister to every Girl Scout.
Job Tags
Work at office, Flexible hours, Afternoon shift,