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Project/Event Coordinator
Career Insights for Event Planner
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Scorecard
Based on California data
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What they do
An Event Planner coordinates promotional sales events, professional meetings and family events. Works with clients, develops event plans and budgets, finds appropriate sites, contracts for services and supplies, coordinates with on-site staff, oversees finances and assists during an event.
$60,733 / year median in California
+6% projected growth
Job Description
6 month contract role in Palo Alto, CA Must be local and go onsite 3 days a week.
Core Duties:
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Program & Event:
○ Coordinate logistics for meetings, delegation/visits, workshops and special events including scheduling, space reservations, onboarding, catering, calendar invitations, virtual meeting setup, and on-site logistics. ○ Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. ○ Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. ○ Assist with other unit and/or coordinator's workshops, and program-specific events during peak programming periods.
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Industry Affiliate Engagement:
○ Monitor attendance and participation, manage mailing lists, track program status changes, and serve as a primary point of contact for the director's communications and follow-up. ○ Provide administrative and logistical support for industry research collaborators on an as-needed basis, including coordination with relevant departments and personnel.
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Finance & Purchasing:
○ Manage purchasing cards, purchase orders, travel reimbursements, and track these across multiple programs/events ○ Track program funding and participation by fiscal year and liaise with the finance team and/or other program coordinators to resolve funding, billing, and compliance matters.
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Operations:
○ Oversee office supplies, shared space, and day-to-day operational needs. ○ Manage calendars and travel for leadership, and support internal data management and tracking projects.
Requirements:
Minimum Requirements:
Education & Experience:
High school diploma or equivalent and six years of administrative experience, or combination of education and relevant experience. Medical, dental, and vision insurance are available to qualified candidates who meet eligibility requirements.