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Events Manager

Summary:
The Events Manager is responsible for overseeing the rental events program and coordinating overall facility use and resources. This position will also support Friends of Filoli events as well as added value programs for guests.

A major focus of this position is building Filoli as a top venue and ensures that staff, volunteers and vendors are executing the highest quality experience for all guests involved. This position also provides support for Friends Events and is expected to have an active role in any event function at the organization. While this position has no direct supervisory responsibilities, it will coordinate closely with multiple departments and work with volunteers.

This position serves as an organizational leader to ensure the Filoli provides quality guest experiences to build repeat visitation, extend experiences, create memories, exceed industry standards, and to communicate the long–term message in support of the future vision.

Essential Duties and Responsibilities:

  • Oversee the management of rental events; ensure that the events are appropriately staffed, supported and communicated,
  • Coordinate internal resources for events especially for Development, Executive Director and Governing Board,
  • Develop internal systems for requesting and tracking resources and event needs (set–up, break–down, AV, linens, etc),
  • Ensure all events have proper contracts and record keeping including any needed permits (including Friends events),
  • Be the single point of contact for all catering coordination,
  • Lead the sales effort for rental events, serving as an external representative of the Events Department; attend events to develop relationships and build client base,
  • Develop competitive packages for rental events and create a sales kits that is available in multiple forms (on line, folders and summaries),
  • Ensure all promotional materials, packages and contracts are accurate and available on-site, on the website and to be emailed or mailed to follow–up on inquires. Create materials in coordination with the Marketing Department to support special sales or new initiates,
  • Assist with all levels of client correspondence. Write contracts, thank you letters, and mass written communications to clients and vendors. Send clients Final Event Agenda 30 days prior to event date and ensure all events related information is up to date and entered in Altru database and Master Calendar,
  • Assist in entering all events, payments, resources and other information are properly tracked and entered into the Altru database: set–up events; enter and manage revenue tracking and billing; maintain established reports to track and measure success. Send clients balance payment reminders and reconcile financials at the end of the month,
  • Partner with Event Chairs and Finance on budgets,
  • Establish goals and provide oversight of all departmental revenue and expense budgets; develop reports to track and communicate all programs effectiveness,
  • Oversee the development of annual and monthly sales goals for each area of private events and develop the clients to meet these goals. Client development may include follow–up on inquiries, sales calls and on–site or off-site meetings,
  • Develop Filoli policies and procedures for outside clients and vendors and ensure that clients and all vendors follow these guidelines to minimize the impact on the property,
  • Provide internal communications and support for the event: coordinate with appropriate staff; attend weekly appropriate internal meetings and share event details via event overview. Maintain proactive communications with all staff,
  • Develop event overviews (runoff show or similar) for internal distribution,
  • Ensure proper permitting and paperwork is completed on behalf of Filoli,
  • Directly support the staging for events to minimize impact to guests and facilities, in coordination with the maintenance department. Assist all clients with “day of” details- coordinating set up, traffic, time–line, food service, decorations, and clean up,
  • Support cross–departmental sales opportunities especially with the Gift Shop and Catering in development of the overall corporate sales strategy,
  • Develop vendor partners for Filoli and coordinate with existing partners including Catering,
  • Attend Friends Event Committee meetings and provide support for ongoing Friends events,
  • Serve as a member of Management Team and act as a positive leader for the organization,
  • Support Executive Director, peers and staff in achieving overall institutional goals,
  • Regular and predictable punctuality, attendance and dependability; and
  • Other duties as assigned.

Minimum Qualifications:
Education and/or Experience:

  • Bachelor’s degree, or a combination of education and experience equivalent to a 4 year degree, preferably with a focus on hospitality, sales, and/or business management,
  • Possess at least 5 years of experience in the hospitality and/or event planning field,
  • Minimum of 3 years’ experience with non–profits, and working with volunteers is a plus,
  • Excellent computer skills including information technology, customer management database application, ticketing and reservation systems, basic Microsoft programs, and familiarity with a publishing or design software,
  • Previous senior administrative experience with a proven record of sales and guest services accomplishments required,
  • Direct experience in managing facility and event programs,
  • Direct experience in event planning and coordination,
  • Hands–on experience in vendor negotiation and coordination.
Skills and Abilities:
  • Ability to effectively and calmly work in a fast–paced, change oriented environment,
  • Ability to develop and implement strategic initiatives,
  • Demonstrate exceptional leadership, management and communication skills,
  • Ability to successfully work independently and work collaboratively in a team environment,
  • Ability to use assessment measurements to determine effectiveness and financial strength of programming,
  • Ability to represent the organization at local and regional levels through public speaking, marketing material, correspondence and ‘cold–calls’ to potential clients,
  • Experience with established standards for hospitality and guest relations in a cultural non-profit environment,
  • Ability to demonstrate consistent and predictable punctuality, attendance and dependability,
  • Must be willing to serve all of our guests and clients equally regardless of their race, color, religion, national origin, age, gender, marital status, disability, veteran status, genetic information, gender identity and/or sexual orientation.

Physical Demands
Reasonable accommodations may be made to enable otherwise qualified individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is regularly required to:

  • Some travel (airline, car, hotels, busses, taxi, etc.) may be required,
  • Read and interpret documents such as safety rules, operation and maintenance instructions and procedural manuals,
  • Perform repetitive motions up to 30% of the time using a keyboard and mouse, lift up to 50 pounds,
  • Move about to different areas of the property and buildings located on the grounds, including navigating steps to multiple floors of the mansion,
  • Use hands to finger, handle, and feel; reach with hands and arms; talk and hear,
  • Have dexterity of arms, hands and fingers to operate a computer keyboard and mouse,
  • Specific vision abilities include close vision, color vision and ability to focus vision,
  • Stand, walk, reach, lift, carry and bend frequently, as well as sit for long periods of time at a computer,
  • Ability to hear and speak to clients, guests, members, volunteers, staff, and emergency responders.

Application Process:

  1. Candidates with the above prerequisites are invited to submit their resumes along with a cover letter outlining their related experience and background to: careers@filoli.org
  2. Please ensure email subject line shows: Events Manager
  3. No phone calls, please

Garden Shop Manager/Buyer

Overview of Position:
The Garden Shop Manager/Buyer directs the daily operations of the Shop and well as Filoli’s extremely popular Holiday Traditions (HT) event. This is a full–time, year–round, salaried, exempt position that reports to the Executive Director. On a day–to–day basis, the Garden Shop Manager interacts with staff, volunteers, members and visitors. This position requires a varied schedule that includes weekends and evenings.

This position is responsible for the direct management of 2 supervisors and 6 indirect reports. The Garden Shop has several dozen highly dedicated volunteers who support the Shops activities. The Manager and his/her department consistently deliver an exceptional level of customer service to all individuals in a fast–paced and exceptionally busy environment, particularly during peak hours, high season and Holiday Traditions.

Duties and Responsibilities:

  • Attend Gift Shows as the principle buyer of a $1M inventory — includes clothing, body and bath products, accessories, candles, books, furniture, food, candy and seasonal items,
  • Ensures the Filoli Shop is an integral part of the experience for all guests,
  • Creative display and merchandising in the Garden Shop,
  • Development of theme, strategic planning and oversight of all aspects of the annual Holiday Traditions event,
  • Oversees and prioritizes merchandising
  • Coordinates the stocking and display of all merchandise in the Shop and for Holiday Traditions,
  • Oversees the coordination of volunteers during Shop hours and for Holiday Traditions,
  • Monitors merchandise turnover and inventory levels — monitors, analyzes and reconciles monthly inventory and financial reports,
  • Secures vendors for all special events,
  • Coordinates special sales events including special vendor shows, fashion shows and other added interactive components
  • Manages either directly or indirectly all department staff activities (e.g. schedules, meetings, performance, training, coaching, etc.)
  • Active involvement in departmental budgeting process,
  • Develop and analyze management reports of varying needs and complexities,
  • Member of the Filoli Management Team,
  • Regular and predictable punctuality, attendance and dependability; and
  • Other duties as assigned.

Minimum Qualifications:

    Education and/or Experience:
  • Possess at least 10 years of experience as a primary buyer (at least $1M inventory),
  • Minimum of 8–10 years in retail management, experience with non–profits and working with volunteers is a plus,
  • Minimum of five years' paid work history/experience in mentoring, training and supervising hourly, full time and part–time employees providing front–line customer service,
  • Above–average proficiency in Microsoft Office and retail/point–of–sale software programs, preferably in a gift or garden shop environment,
  • Experience with complex report and retail management tools such as open to buy, profit and loss reports and inventory control and management processes.
  • A combination of education and experience equivalent to a 4 year degree.
  • Skills and Abilities:
  • Ability to work a flexible schedule that includes evenings and weekends year round and travel up to 25% of the time,
  • Be available during the months of November, December and January of each year in support of Holiday Traditions and buying trips,
  • Ability to successfully handle multiple tasks under considerable pressure while maintaining a calm and helpful demeanor that yields exceptional customer service at all times,
  • Outstanding oral (including listening) and written communications, including routine and custom management reports,
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals,
  • Ability to effectively communicate (listening and speaking) with and staff, volunteers, members and visitors,
  • Ability to swiftly and successfully solve problems and address immediate issues that might arise in a calm and measured manner,
  • Ability to productively work independently and as a member of a team, and demonstrate wise decision–making within the bounds of the area of responsibility and authority,
  • Ability to demonstrate consistent and predictable punctuality, attendance and dependability,
  • Ability to take and give direction, multi–task and work effectively in a team environment.
  • Ability to work in a fast–paced, change oriented environment
  • Must be willing to serve all of our guests equally regardless of their race, color, religion, national origin, age, gender, marital status, disability, veteran status, genetic information, gender identity and/or sexual orientation.

Physical Demands:

  • Travel to numerous trade shows across the nation (airline, car, hotels, busses, taxi, etc.)
  • Read and interpret documents such as safety rules, operation and maintenance instructions and procedural manuals,
  • Perform repetitive motions up to 30% of the time using a keyboard and mouse, lift up to 50 pounds,
  • Move about to different areas of the property and buildings located on the grounds, including navigating steps to multiple floors of the mansion,
  • Use hands to finger, handle, and feel; reach with hands and arms; talk and hear,
  • Have dexterity of arms, hands and fingers to operate a computer keyboard and mouse,
  • Specific vision abilities include close vision, color vision and ability to focus vision,
  • Stand, walk, reach, lift, carry and bend frequently, as well as sit for long periods of time at a computer,
  • Ability to hear and speak to members, volunteers, staff, and emergency responders.

Application Process:

  1. Candidates with the above prerequisites are invited to submit their resumes along with a cover letter outlining their related experience and background to: careers@filoli.org
  2. Please ensure email subject line shows: Garden Shop Manager/Buyer
  3. No phone calls, please

Retail Sales and Receiving Assistant

Summary:
This position provides critical support and customer service in both the Gift Shop and with the inventory activities of the organization. While working in the Shop this position cheerfully assists our visitors with excellent customer service, and supports staff and volunteers with multiple duties related to the inventory. This is a full–time year–round position, with a typical schedule of Sunday through Thursday 8:30am to 5:00pm and can require working other days and evenings during special events.

Essential Duties and Responsibilities:

    Receiving
  • Checking in merchandise based on purchase request,
  • Print correct price tags for merchandise,
  • Make sure merchandise is put in correct inventory/warehouse,
  • Mark location and note discrepancy, and advise supervisor of any issues,
  • Carry boxes to designated area in warehouse and for holiday event,
  • Assist with organization of merchandise and keep area clean and safe from injuries,
  • Assist with Holiday Tradition room set–up and clean-up,
  • Partner with the pricing groups as needed

  • Gift Shop and Register
  • Open and close registers as needed,
  • Verify cash for registers and petty cash,
  • Record sales for the day,
  • Trouble shoot register issues,
  • Open/shut down and gift shop as needed,
  • Handle voids and returns on register,
  • Restock merchandise as needed,
  • Assist guests with purchases and help them to vehicle as needed,
  • Assist visitors with many different needs,
  • Make sure the merchandise that is not wanted gets back to proper location,

  • Participates during periodic physical inventories,
    Regular and predictable attendance,
    Other duties as assigned.

Minimum Qualifications:

    Education and/or Experience:
  • Minimum of 2–3 years working in a retail environment,
  • Minimum of 1–2 years doing data entry within a data base,
  • Experience using a point of sale cash register,
  • Proficiency with MS Office Suite.

  • Skills and Abilities:
  • Ability to provide exceptional customer service to both internal and external customers,
  • Ability to carry out processes that secure the accurate organization of inventory,
  • Ability to communicate (listening and speaking) effectively with customers, volunteers or staff of the organization,
  • Ability to maintain a positive, calm demeanor and professional manner with staff, visitors and volunteers at all times,
  • Ability to be responsive to a large number of diverse needs while focusing on high priority tasks; ability to multi-task while maintaining a high degree of accuracy,
  • Ability to build cooperative, and respected partnerships with all staff and volunteers,
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals,
  • Ability to tirelessly follow-through to successful completion all projects and communications,
  • Ability to demonstrate consistent and predictable punctuality, attendance and dependability,
  • Must be willing to serve all of our guests equally regardless of their race, color, religion, national origin, age, gender, marital status, disability, veteran status, genetic information, gender identity and/or sexual orientation.

Physical Demands:
Reasonable accommodations may be made to enable otherwise qualified individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to:

  • Use hands to finger, handle, and feel; reach with hands and arms; talk and hear,
  • Specific vision abilities include close vision, color vision and ability to focus vision,
  • Read documents such as safety rules, operation and maintenance instructions and procedural manuals,
  • Perform repetitive motions up to 40% of time using a keyboard & mouse,
  • Regularly lift/carry up to 50 pounds,
  • Stand, walk, reach, lift, carry, crouch, push, and bend, and occasionally climb a step ladder,
  • Move about to different areas of the property and buildings located on the grounds, including navigating steps to the basement and second floors of the mansion,
  • Ability to hear and speak to members, volunteers, staff, and emergency responders.

Application Process:

  1. Candidates with the above prerequisites are invited to submit their resumes along with a cover letter outlining their related experience and background to: careers@filoli.org
  2. Please ensure email subject line shows: Retail/Receiving Assistant
  3. No phone calls, please

Filoli is an equal opportunity employer who values diversity in the workplace.