Event Coordinator – Conferences and Events

This is a fully remote position, open to applicants in California.

📋 Description

• Assist Event Specialists with larger events.

• Oversee smaller in-person, hybrid, or virtual events from initial concept through execution and post-event evaluation.

• Support client intake, planning, and debrief meetings.

• Aid in venue management tasks, including RFP management, analysis, selection, site visits, venue contracts, banquet event orders, and AV contracts.

• Help with event technology aspects such as registration, event platforms, auxiliary services, and networking.

• Contribute to event communication strategies for speakers and attendees.

• Assist in the creation and/or review of event registration websites and communication materials.

• Maintain and update event documentation, including run of show, planning timelines, and both internal and external documents.

• Provide support or manage on-site requirements, including registration desk, food and beverage, speakers, and other logistics.

• Complete additional projects and tasks as assigned.

• Travel approximately 25–35% for in-person events.

⛳️ Requirements

• Must be a resident of California.

• At least two (2) years of relevant client-side experience in the planning, execution, and logistics of events.

• A minimum of two (2) years of experience providing support to a team.

• Experience in Event Planning and Execution.

• Familiarity with Hotel RFPs, Contracts, and AV Contracts.

• Outstanding and responsive customer service abilities.

• Capability to identify and mitigate risks for the organization and its clients.

• Skill in prioritizing tasks to ensure timely completion.

• Ability to plan projects from inception to successful completion.

• Proficiency in managing budgets and complex timelines.

• Strong initiative with proactive and intuitive problem-solving skills.

• High productivity in remote work settings and adeptness at multitasking as projects arise.

• Proficient in Microsoft Office Suite, particularly Word, Outlook, PowerPoint, and Excel.

• Proficient in event registration software, scheduling tools, CRM systems like Salesforce, task management tools such as Asana, and other standard office software and equipment.

• Proficient in Google Suite, including Google Drive, Google Docs, and Google Sheets.

• A mission-driven, passionate, and equity-minded approach.

• Strong desire to positively impact and change people's lives.

🏝️ Benefits

• Competitive salary.

• Generous paid time off (PTO) and holidays.

• Medical, dental, and vision insurance plans.

• Flexible Spending Accounts.

• Health Savings Accounts (HSA).

• Employee Assistance Program (EAP).

• Wellness initiatives.

• Participation in the CalPERS retirement program.

• Optional 403(b) and 457 retirement plans.

• Tuition reimbursement available.

• Certified employer for Public Service Loan Forgiveness.

• Fully remote positions available for virtual work.

• Commitment to professional growth and development.

• Shared leadership opportunities to foster employee and organizational growth.