Event Coordinator

We are looking for a highly organized Event Coordinator to support a non-profit organization in Azusa, California. This contract opportunity with permanent potential combines event planning with administrative coordination, making it ideal for someone who thrives in a fast-paced environment and keeps details moving smoothly from start to finish. The person in this role will help deliver large on-site educational symposiums for hospital and medical community audiences while also providing day-to-day support with scheduling, calendar coordination, and meeting documentation.

Responsibilities:
• Coordinate on-site symposiums and related events for groups of approximately 200 to 400 attendees, ensuring each program is executed smoothly during regular business hours.
• Manage event logistics from preparation through day-of support, including vendor communication, catering arrangements, room setup coordination, and attendee flow.
• Serve as the primary point of contact for external partners and event suppliers to confirm timelines, services, and operational details.
• Provide administrative support by organizing meetings, maintaining leadership calendars, and documenting key discussion points and follow-up items.
• Create event materials and simple promotional pieces using Canva to support communications and themed program needs.
• Welcome guests, assist with check-in activities, and offer on-site support to help visitors navigate event activities efficiently.
• Track multiple moving parts across concurrent projects while maintaining accurate details, deadlines, and event documentation.

Qualifications:

• Prior experience supporting events, conferences, symposiums, or similar large-scale gatherings.
• Strong administrative coordination skills, including scheduling, calendar management, and meeting note preparation.
• Ability to manage on-site event operations and provide a high level of service to guests and visitors.
• Proficiency with Canva for creating flyers and other basic event-related materials.
• Exceptional organizational ability with a sharp eye for accuracy and follow-through.
• Comfortable coordinating with vendors, catering teams, and internal stakeholders to keep event plans on track.
• Strong communication skills and the ability to work effectively in a structured, detail-driven environment.

Compensation

$22.96-$26.59 Hourly

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