Senior Events Coordinator

Nov 17 2023
Elemental Excelerator |Honolulu|Full Time, $68,200 - $106,600 / year
Job Description

Help Us Scale our Impact!

Elemental is seeking a passionate self-starter to join our team as Senior Events Coordinator. This position will report to Elemental’s Senior Events Manager and be a part of its creative team. In this role, you will support the events strategy and production for Elemental. We are a dynamic organization, within a growing field, and are always seeking new ways to engage our key audiences and expand our network through thoughtful, unique and intriguing events at the intersection of climate and social equity work. We’re looking for someone who has an events background, experience with producing in-person and virtual events, maintains a high level of detail, and thrives in managing deadlines to meet project needs. We also want someone who is an excellent collaborator, strong communicator, and is open to feedback and iteration. 

The Senior Events Coordinator is an essential member of a small team. You will be responsible for leading and supporting operations and planning for events in collaboration with various teams across the organization, maintaining event data management systems, drafting event communications and supporting vendor management. Events include internal and external meetings, conferences, portfolio showcases and social gatherings. This position will likely be required to travel for Elemental events to provide on-site support, as needed.


Key Responsibilities Include: 

Event Production

  • Work cross-functionally within the Elemental team to manage each event to meet its goals and objectives by clearly communicating timelines, internal milestones and all other pieces of event production; and understanding requirements and details of each event.
  • Participating and, at times, leading creative ideation sessions with the goal of generating unique event ideas.
  • Participating in meetings with internal collaborators to discuss and plan event specifications such as scope, format, budget, administrative details and special requirements.
  • Collaborate with the events team in designing equitable, climate-friendly events in line with Elemental’s mission and values (reduce waste, no plastic or styrofoam, supporting BIPOC vendors, sourcing local products, etc.); and maintaining a list of vendors and consultants aligned with Elemental’s mission and values.
  • Support in developing and executing detailed work plans and managing or supporting all aspects of event operations (external communications, speaker management, vendor management, logistics, collecting invoices, processing vendor payments, reviewing and submitting vendor contracts, budget management, adhering to event timelines, attendee follow-ups, travel and lodging, etc.).
  • Manage all event guest lists for accurate tracking and follow-up opportunities.
  • Sourcing and booking venues and scheduling speakers.
  • Research and assess vendors (catering, entertainment, decor, rentals, virtual platforms, etc.) that align with Elemental’s core values.
  • Track event budgets.
  • Being on site to support and execute events; some travel, evenings and weekends required.
  • Provide support to the Senior Events Manager, as needed.

Event Communications & Analysis

  • Draft and facilitate guest and participant communications, such as invitations, reminders, confirmations, thank yous and event websites.
  • Serve as a point of contact for attendees, speakers, talent, providing customer service, RSVP tracking, briefings, travel support and onsite support.
  • Implement post-event follow-up including follow-up materials, thank you notes, invoicing, securing and organizing photo and video content, budget tracking and debrief meetings, materials and archiving.
  • Evaluate event success and submit post-event analysis and reports. Gather and analyze event data and statistics (attendance, NPS scores, retention, etc.) to provide takeaways and insights to continuously improve Elemental’s events strategy.

Event Data Management

  • Work with project leads to build event lists and properly identify target audiences of each event or campaign and facilitate sign-off by relevant team members.
  • Coordinate with the data and events team to maintain updated and accurate records for invitees, RSVPs, attendees, speakers, talent, in-kind donors and vendors
    • Event guest list management
    • Event data management
    • Vendor list management
  • Collect and track post-event data and maintain year-over-year data for comparison
  • Create and share reporting and data analysis on event audience engagement

Qualifications (even if you don’t meet 100% of qualifications, we still encourage you to apply!)

Desired Skill Set:

  • Experience supporting events from conceptual ideation to execution and debrief (virtual events, hosted dinners, social gatherings, conferences, etc.)
  • Experience collecting, managing and analyzing event marketing data
  • High attention to detail, accuracy and thoroughness, to ensure delivery of high-quality work product
  • Ability to work with deadlines and consistently follow through to completion of assigned projects
  • Team-first approach with the ability to work optimally in a fast-paced environment and ability to make adjustments to work plans as needed
  • A passion for events and a positive attitude that is customer-service oriente
  • Consistent track record to multitask and prioritize assignments to meet goals (both independently and as part of a team) in a fast-paced, complex environment
  • Highly productive self-starter, with excellent follow through and the belief that no job is too small
  • Excellent written and verbal communication, polished and strong interpersonal and collaboration skills

Stand out skill set:

  • Experience with event content development (i.e. developing topics for panel discussions, developing ideas for event content, identifying speakers)
  • Experience concepting event look and feel (i.e. themes that get pulled through creative assets for events)
  • Existing list of mission-aligned vendors in Hawaii, D.C., New York and/or California.
  • Proficient in or willing to learn the following software tools:
    • Project Management Software (Airtable, Basecamp 3)
    • Event Management Software (Splashthat)
    • CRM (Salesforce)
    • Slack
    • Document Repositories (Google Suite, Box

Compensation & Benefits

This is a full-time "at-will" position working at least 40 hours per week. You will be asked to travel for work periodically. 

The salary range for this role is $68,200-$106,600, which is based on market data and the organization's compensation philosophy. Individual salary offers will depend on and may vary with location, relevant education, knowledge, skills, and experience. We also offer comprehensive employee benefits, including a professional development stipend and three weeks paid time off (more details here).



We will consider candidates located in Honolulu, Hawaiʻi or the Bay Area, California. Elemental has a hybrid working model and if you are within a reasonable distance to one of our offices in New York, DC, Bay Area, or Honolulu, we are asking employees to come into the office at least one day a week to build community with the team. Currently, most people come in 1-2 times a week, but we encourage those who are interested to come in more often if they’d like. If you are not, you will be expected to travel infrequently to our HQs (e.g., ~quarterly). Other travel may sometimes be required for conferences or meetings.


Other Details

We will accept and review applications on a rolling basis. Although all applications will be considered, we may be unable to respond to all inquiries. Please note that we do read cover letters, so we advise spending adequate time on them to share your relevant stories and experiences with us. We also ask that you refrain from using tools like Chat GPT and keep the cover letter to 1-2 pages long. 


Elemental Excelerator is an Equal Employment Opportunity Employer and has a strong commitment to diversity. Candidates of all backgrounds are encouraged to apply. Candidates from the following groups are especially encouraged to apply: Black, Indigenous, and people of color (BIPOC); members of the lesbian, gay, bisexual, transgender, queer or questioning, intersex, asexual (LGBTQIA+) communities; people who have disabilities; people from low-income backgrounds; people who identify as nonbinary; and women.