Events and Operations Coordinator

The Fresno-Madera Medical Society (FMMS) is seeking a highly organized, reliable, and detail-oriented Events & Operations Coordinator to support the execution of association events including continuing medical education (CME), mixers, galas, advocacy and physician wellness.

This is a hands-on, execution-focused role responsible for keeping events and operations running smoothly through strong organization, follow-through, and attention to detail. This role spans multiple functional areas and requires the ability to execute a wide range of tasks effectively, with priorities and direction provided by the Executive Director.

The ideal candidate can take direction and execute independently, maintaining productivity without constant oversight. Work is structured across both immediate priorities and ongoing operational projects, and candidates are expected to consistently make progress on both.

Over time, there is opportunity to take on additional responsibility in program coordination based on performance and demonstrated reliability.

RESPONSIBILITIES

Event & Program Coordination

• Manage and market events using online tools including Eventbrite and Constant Contact
• Track registrations, respond to attendee questions, and maintain accurate registration records
• Prepare flyers, event signage, name badges, sign-in sheets, and assemble course materials
• Assist with CME events, physician wellness program, annual scholarship fundraiser, installation and awards gala, social events, and practice management webinars
• Research catering and venue options for select events and coordinate logistics with venues as directed
• Attend events to assist with hands-on event support including set up and tear down, registration, hospitality and auction operations
• Assist with solicitation and follow-up for auction item donations and sponsorship support
• Maintain organized storage and inventory of event supplies, signage, registration materials, and equipment

Communications & Membership Support

• Prepare and distribute twice-monthly digital newsletters
• Assist with eblasts, outreach, and event communications using established templates
• Coordinate directory and magazine advertising outreach and follow-up
• Track annual sponsor fulfillment and related communications
• Support occasional social media updates as directed
• Update website content as needed using existing website tools (no HTML or coding required)
• Maintain membership and contact database information and updates

Administrative & Operational Support

• Assist with vendor coordination, confirmations, and basic invoicing
• Maintain organized filing systems, databases, and inventory tracking
• Compile attendee evaluation summaries and post-event reporting documentation for CME programs
• Prepare learner participation and credit documentation for CME reporting
• Assist with quarterly magazine organization and follow-up
• Assist in answering incoming phone calls and responding to general inquiries
• Handle errands, supply runs, and general office support as needed
• Support membership outreach efforts, special projects, and other duties as assigned

QUALIFICATIONS

• Strong organizational and time-management skills
• Able to stay organized, prioritize effectively, and remain productive without constant direction in an environment where not all tasks are pre-defined
• Experience in events, administration, hospitality, or operations preferred
• Professional and clear written and verbal communication skills
• Comfortable interacting professionally with physicians, members, vendors, and guests
• Proficient with Microsoft 365 applications including Outlook, Word, and Excel
• Experience with Adobe Illustrator and Photoshop highly preferred
• Reliable transportation and valid driver’s license
• Ability to lift and move event materials (up to 25 lbs)

ATTRIBUTES THAT THRIVE IN THIS ROLE

• Detail-oriented and methodical
• Takes pride in behind-the-scenes work
• Low-ego, high-accountability
• Follows through without needing reminders
• Maintains a high level of professionalism and focus during work hours
• Calm under pressure
• Friendly, professional, and approachable
• Comfortable working independently while supporting a broad range of operational and event-related responsibilities

COMPENSATION & BENEFITS

• $23–$26/hour, depending on experience
• Paid sick time and holidays
• Vacation accrual based on regular weekly schedule
• Monthly taxable healthcare stipend for employees regularly scheduled for 30+ hours per week, in accordance with FMMS personnel policies
• Mileage reimbursement for event-related travel
• Support for approved professional development and skills training related to the role

ABOUT FMMS

Founded in 1883, the Fresno-Madera Medical Society (FMMS) is a professional membership organization representing physicians in Fresno and Madera Counties. Through a unified membership structure with the California Medical Association, FMMS supports physicians through continuing medical education, physician wellness initiatives, advocacy, networking events, and professional resources.

FMMS is a small professional office environment where flexibility, initiative, reliability, and independent work are highly valued.