Botanical Events Assistant, On Call

About the Role

The On-Call Botanical Event Assistant supports the Botanical Department by providing on-site operational support for events, programs, and meetings, with a focus on evening and weekend coverage as needed. This role serves as the primary day-of contact, helping ensure events run smoothly and in accordance with institutional policies and approved event plans. The position plays an important role in protecting Huntington property while providing professional, responsive support to facilitate successful events and programs.

Key Responsibilities

• Serves as On-Site Event Contact – Act as the primary day-of liaison between Huntington staff, vendors, volunteers, and event personnel, helping to address questions and resolve issues in coordination with Botanical Division staff.
• Supports Event Operations – Assist with day-of event logistics and operations, which may include opening and securing facilities, coordinating vendor activity, supporting guest transportation, assisting with check-in and wayfinding, providing basic A/V support, and helping with light hospitality setup such as coffee service.
• Monitors Event Activity and Compliance – Observe and monitor assigned event areas, vendors, and personnel to ensure adherence to The Huntington’s property policies and the approved Event Plan provided by the Botanical Office Manager.
• Coordinates with Security – Communicate with assigned Security Officers to support appropriate access, movement, and adherence to established protocols for vendors and event personnel.
• Protects Facilities and Grounds – Oversee event setup and equipment placement to prevent damage to Huntington property and minimize disruption to visitors, staff, and garden operations.
• Provides Occasional Administrative Support – Assist the Botanical Office with administrative tasks as needed, including responding to inquiries and supporting Botanical Division programs and client-facing events.
• May perform other related duties as assigned.

Requirements & Tech Stack

• High school diploma or relevant work experience.
• An active California driver’s license is required.
• Able to work nights and weekends.
• Able to lift, move, or pull up to 30 pounds.
• Must be proficient in the latest versions of Outlook, Microsoft Word, Excel, and PowerPoint.

Qualifications

• Event production and/or hospitality experience preferred.
• Strong written and verbal skills.
• Well-organized and detail oriented.
• Strong interpersonal skills and the ability to communicate effectively with a wide range of constituents.
• Ability to problem-solve and adapt to unexpected circumstances.
• Motivated self-starter with a passion for providing excellent customer service.
• Able to manage and prioritize multiple tasks and projects while maintaining a positive and calm demeanor.
• Must have visual acuity and ability to communicate quickly to identify and address safety and security concerns.
• Must be able to access and traverse across a large campus on paved and unpaved roads and work in all weather conditions.
• Must have a valid driver’s license and be able to operate a motor vehicle.