Project Coordinator

Job Description

Job Description

We are looking for a Project Coordinator to support a high-visibility event initiative in California. This Contract position will help keep schedules organized, communications aligned, and deliverables on track across internal teams, consultants, sponsors, and event partners. The ideal candidate is detail-oriented, proactive, and comfortable managing multiple moving parts to help ensure a successful event from planning through post-event follow-up.

Responsibilities:
• Maintain oversight of the established project roadmap by tracking deadlines, upcoming milestones, and outstanding action items.
• Communicate regularly with staff, external partners, committee participants, consultants, and volunteers to confirm progress and next steps.
• Coordinate timelines, approvals, and deliverables with venue contacts, production vendors, marketing resources, designers, and other assigned event partners.
• Support the development and distribution of event materials by organizing production schedules for collateral, digital content, and related communications.
• Assist with website content updates and help verify that acknowledgements and recognition assets are accurate and completed on time.
• Provide coordination support for partner commitments, auction item follow-up, and the organization of materials needed for event-related fundraising activities.
• Help manage venue preparation, event supplies, site visits, vendor confirmations, and operational readiness for the days leading up to the event.
• Contribute to on-site event execution and post-event wrap-up activities, helping resolve issues quickly and keep all logistics moving smoothly.• At least 1 year of experience in project coordination, project support, or a related administrative role.
• Ability to manage timelines, balance multiple priorities, and maintain strong attention to detail in a fast-paced environment.
• Experience supporting schedules, tracking deliverables, and following through on action items across several stakeholders.
• Strong written and verbal communication skills with the ability to work effectively with vendors, consultants, and internal teams.
• Familiarity with project management practices, including milestone tracking and coordination of concurrent workstreams.
• Proficiency with standard office and collaboration tools used for documentation, scheduling, and status reporting.
• Ability to support event logistics, materials organization, and operational coordination from planning through completion.