Special Events Coordinator

Job Description:

Special Events Coordinator

Description

General

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.

Essential Functions & Duties

• Serve as project manager for high-profile transit agency events, such as the SamTrans 50 th 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.

Minimum Qualifications

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.

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health and Welfare Benefits:

• Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program.The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
  
• Free Dental and Vision Benefits provided - Employer Covers Premiums
  
• Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.
  

• Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.
  

Retirement Medical Benefits:

• Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
  
• Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.
  

Holidays and Paid Time Off:

• Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.25 hours).As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
  
• Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
  
• Floating Holidays - District employees can earn up to five (5) floating holidays.
  

Financial Planning Benefits:

• Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.
  

• CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
  
• Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
  
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
  
• Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.
  

Growth and Education Benefits:

• Professional Development - Access to LinkedIn Learning and San Mateo County’s professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
  
• Computer Loan Program - Interest-free two-year loan with a maximum amount of $2,000.
  

Other Amazing Benefits:

• Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
  
• Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
  
• Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.
  

For union employees, all of the above benefits are subject to the employee’s Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.

Closing Date/Time: 10/5/2025 11:59 PM Pacific

Salary:

$76,434.00 - $114,651.00 Annually