Event Coordinator

EVENTS & SPECIAL PROJECTS COORDINATOR

The Help Group is widely regarded for its high standards of excellence, unique scope and breadth of services. Through its public awareness, professional training and parent education programs and efforts at the state and national levels, The Help Group touches the lives of children with special needs across the country and in other parts of the world. At the heart of its efforts is the commitment to helping young people fulfill their potential to lead positive, productive and rewarding lives.

As an Event Coordinator for all events related to schools, programs, and The Help Group as a whole, you will be responsible for planning, organizing, and executing various events and programs and special projects. Your role will involve collaborating with school administration, staff, and program heads to create engaging and memorable experiences for our community. This position will also take the lead on planning conferences. You will play a crucial role in coordinating logistics, managing budgets, and ensuring successful outcomes for a diverse range of programs. This position will be in person on our Sherman Oaks campus.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Event Planning and Coordination:
  • Collaborate with staff to understand event objectives, themes, and target audiences.
  • Develop event plans, timelines, and budgets in accordance with guidelines and available resources.
  • Coordinate with internal and external stakeholders, including staff, vendors, performers, and volunteers, to ensure smooth execution of events.
  • Arrange necessary permits, licenses, and insurance coverage for events, adhering to relevant regulations and policies.
  • Set up and manage registration and serve as POC in answering questions that registrants may have
• Event Content and Project Management:
  • Coordinate with staff and subject matter experts to plan program content that aligns with curriculum goals and educational objectives at workshops and conferences.
  • Manage program logistics, including scheduling, venue selection, catering, audiovisual requirements, and participant registrations.
  • Facilitate effective communication channels among participants, speakers, and program coordinators.
• Budget and Resource Management:
  • Prepare event budgets, monitor expenditures, and negotiate contracts with suppliers to ensure cost-effective event execution.
  • Source and manage resources, such as materials, equipment, and props, required for events and programs.
  • Collaborate with the finance department to track expenses, process invoices, and reconcile event-related financial transactions.
• Evaluation and Feedback:
  • With the assistance of the marketing team, implement feedback mechanisms, such as surveys and evaluations, to assess the success and impact of events and programs.
  • Analyze collected data to identify areas for improvement and make recommendations for future events.
  • Maintain detailed records of event planning processes, budgets, and outcomes for future reference and reporting purposes.
• Special Projects:
  • Assist with holiday gifting to 700 staff, small meeting setups for C-Suite staff, retirement parties, and ordering of special awards and trophies.

Qualifications and Skills:

• Bachelor's degree in event management, hospitality, communications, or a related field (or equivalent experience).
• Proven experience in event planning and management, preferably in an educational or nonprofit setting.
• Strong organizational and multitasking abilities to handle multiple events simultaneously.
• Excellent communication and interpersonal skills to liaise with diverse stakeholders.
• Proficiency in project management tools, event management software, and Microsoft Office Suite.
• Budgeting and financial management skills.
• Creative problem-solving skills and ability to adapt to changing circumstances.
• Attention to detail and ability to work under pressure to meet deadlines.

**This is a fully in-person position**

Salary Rate: $27.88/hr.

Please share with us your portfolio of work that highlights your expertise in event planning.

Our excellent benefits include a 100% employer-sponsored health insurance plan:

• Medical, dental, vision and life insurance
• 403b retirement plan
• Flexible Spending Account
• Vacation and Sick Leave

We are an equal opportunity employer that values diversity at all levels. All individuals, regardless of personal characteristics, are encouraged to apply.