Events Associate

Salary: $26-28 an hour

This is a full-time, non-exempt position

Reports to: Event Manager

Location: Onsite, Walnut Creek CA


To apply, email jobs@ruthbancroftgarden.org


Position Summary: The ideal Events Associate is passionate about providing an exemplary experience for guests of the Ruth Bancroft Garden. This position will be responsible for supporting public events and private garden rentals, primarily weddings, under the direction of the Events Manager. This is an excellent opportunity for a person with an appreciation for public botanical gardens and experience in public and private hospitality events. This is a full-time position, between 30-40 hours per week with hours possible during both weekdays and frequently on weekends, depending on the events schedule.


Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned.

  • Plan with the Events Manager to ensure public and private event success.
  • Collaborate with Garden team members regarding the successful execution of Garden and Private Events.
  • Serve as the staff logistical coordinator for the Garden’s annual Sculpture in the Garden (June 5 – August 21, dates include installation and removal) and Garden of D’Lights (November 1 – January 14, dates include installation and removal) events.
  • Collecting payments, creating invoices, and managing the payment schedule for contracts as appropriate.
  • Collaborate with the manager to reply to and track inquiries from Wedding Wire, The Knot and other third-party inquiry forms.
  • Prepare and maintain tech sheets for events.
  • Coordinate drop-off and pick up for rental companies.
  • Perform event follow up and collaborate with vendors to execute event details.
  • Provide Garden and rental space tours for prospective clients.
  • Cultivate relationships with clients and engage clients during the planning process.


Job Requirements:

  • Ability to manage events for extended periods of up to 8 hours duration while out in the elements.
  • Able to work weekends and evenings as necessary and accommodate a flexible schedule.


Reasonable accommodation may be made to enable individuals with disabilities to perform the job requirements and duties.

Competencies: To perform the job successfully, an individual should demonstrate the following.

Communications – Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Customer Service: Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Uses time efficiently; plans for additional resources; sets goals and objectives; develops realistic action plans.

Team Leadership: Fosters team cooperation; supports group problem solving; ensures progress toward goals; acknowledges team accomplishments. Strong ability to work as part of a team.


Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



A minimum of two years professional experience working in an event planning capacity.


Language Ability:

Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees.


Reasoning Ability:

Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.


Computer Skills:

Strong computer literacy skills, including Microsoft Outlook, Word, Excel, Slack, Zoom and general internet navigation.


Certificates and Licenses:

ABC/ RBS Alcohol Seller Server Certificate


Supervisory Responsibilities: 

This job assists with supervisory responsibilities, including managing an event staff of young people.


Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.


Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, and hear and use hands to handle or feel. The employee is required to stand and walk, often for extended periods of time out in the heat or cold, depending on the time of year. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The employee must be able to lift and/or move up to 50 pounds. In addition to lifting, the employee must be able to carry items for some distance.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.


To apply, email jobs@ruthbancroftgarden.org


The Ruth Bancroft Garden, Inc, is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.