Special Events Coordinator in San Carlos, California at San Mateo County Transit District

The Special Events Coordinator plans, organizes and carries out a wide variety of events and outreach activities that support the goals of the San Mateo County Transit District (SamTrans), the San Mateo County Transportation Authority (TA) and Peninsula Joint Powers Board (Caltrain). This role plays a key part in strengthening community relationships, increasing public awareness and promoting agency services through carefully executed public engagement initiatives.

• Serve as project manager for high-profile transit agency events, such as the SamTrans 50th Anniversary celebrations and annual Caltrain Holiday Train.
• Coordinate logistics and planning for agency-hosted events such as ribbon cuttings, groundbreaking ceremonies, open houses, town halls, and community outreach campaigns.
• Support regional events involving SamTrans, TA or Caltrain, including transportation fairs, street festivals and public information booths.
• Serve as liaison to cities, event organizers, community partners and elected officials to coordinate the agencies’ participation in events.
• Collaborate with internal departments and contractors to secure necessary permits, safety plans, signage, transportation services, and staffing for events.
• Collaborate with Public Information Officers on talking points and briefings for agency executives and board members.

Examples of Essential Duties:

• Draft event-related collateral including signage, invitations, run-of-show scripts.
• Track event budgets and process invoices in accordance with agency procedures.
• Maintain a master event calendar in Microsoft Planner and archive of past events and associated materials.
• Support photography and strategic communications staff (media and social media) with event-day logistics and documentation.
• Provide on-site event support, including setup, teardown and coordination with vendors.
• Assist with data collection and post-event evaluation for continuous improvement.
• Coordinate multiple events and deadlines at once with a high level of attention to detail.
• Other duties as assigned.

Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• High School Diploma or equivalent.
• Three (3) years of full-time experience leading and coordinating public events, campaigns or outreach activities including maintaining adherence to budget and schedules.
• Able to work flexible hours to support different types of events including occasional evening and weekend

Preferred Qualifications:

• Bachelor’s degree in communications, Public Relations, Marketing, Public Administration, or a closely related field.

• Experience in a public agency, nonprofit or transit environment is desirable.
• Experience carrying out complex events for the general public including knowledge of planning principles and best practices.
• Experience with community engagement and digital and in-person public outreach strategies.
• Professional experience with Microsoft Office Suite, AI Communications and Mailchimp.
• Communicate clearly and effectively both orally and in writing.
• PeopleSoft experience preferred.
• Able to lift and move 30 lbs. with assistance.
• Able to travel within the Bay Area (San Francisco, San Mateo, Santa Clara counties) and neighboring areas.