Job Description

Title - Events Coordinator

Duration - 6 months

Shift - 8:00 am 4:30 pm (Occasionally, shifts may be 6:00 am 2:30 pm or 2:00 pm 10:30 pm for special events)

Location - Los Angeles, CA 90032

Payrate - $31 to $44 an hour

Schedule : Hybrid Role The role will initially require onsite training and then will transition to a hybrid schedule (three days in the office, two days remote). Flexibility is required, as occasional changes to work location or hours may be needed to support business needs, attend meetings, or assist with events/projects. During periods such as Hospital Week or special events, the role may require full-time onsite presence.

Overview

Provides a wide range of operational and logistical support for all Keck Medicine Events. This position coordinates special events, supports projects, meets with vendors to work through event details and specifications. Assists in the administration and coordination of a variety of functions including planning, organizing, implementing, research, and delivery of services. The Events Coordinator will scout and book locations, food, entertainment, communication with attendees, and staffing the event. Possesses the flexibility to manage multiple events simultaneously and handle difficult situations and all levels of staff. Ability to perform and multi task effectively in a high volume and fast paced environment. Assists with special projects.

Job Details

• Provides coordination of project and event functions such as planning, organizing, and implementing activities to meet objectives.
• Coordinates special events. Acts as event(s) liaison between department or school and vendors, donors, etc.
• Coordinates mailings of promotional materials and invitations and coordinates logistical planning. Maintains records of event activities, progress and status.
• Organizes multiple tasks with conflicting priorities, delivering the desired results and successfully meeting deadlines.
• Effectively manages difficult situations and works well with all levels of staff.
• Demonstrated ability to perform effectively in a high volume and fast paced environment. Alerts Events Manager of any changes, problems, and possible solutions as needed.
• Attends events to oversee activities and ensure details are handled as planned.
• Responsible for issuing invoices and processing payments in a timely manner and creating comprehensive and readable documentation.
• Manages and oversees events on the day of, including problem solving, welcoming attendees, directing event set-up, communicating with staff, organizing vendors, and managing take-down.
• Monitors delivery of goods and services to ensure contract terms are satisfied and details are executed as planned.
• Maintains a strong working relationship with multiple vendors and venues.
• Demonstrated ability to establish and maintain effective working relationships with widely diverse members of departmental staff by performing duties in a cooperative and helpful manner.
• Performs other duties as assigned or requested.

Top 3 Required Skills

• Project & Program Management
• Stakeholder Communication and Relationship Management
• Logistics Coordination and Operational Execution

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