Nonprofit Administrative and Events Coordinator

The Administrative and Events Coordinator plays a key role in advancing our mission by planning, organizing, and executing events that engage our community, strengthen donor relationships, and support fundraising goals. This position is ideal for a highly organized, detail-oriented professional who excels in a fast-paced, collaborative environment and is passionate about creating meaningful, mission-driven experiences. As part of a small nonprofit team, the Administrative and Events Coordinator will wear multiple hats and contribute to the overall operations and the culture of the organization. This position includes frequent statewide travel, a couple instances of out-of-state travel, additional duties as assigned, and reports to the Executive Director.

Key Responsibilities

• Plan, coordinate, and execute all organizational events, including fundraising events, community outreach activities, memorials, volunteers, and special programs.
• Develop and manage event timelines, checklists, and budgets.
• Secure venues, vendors, speakers, entertainment, and necessary permits.
• Manage event logistics such as setup, audiovisual needs, signage, hospitality, guest experience, and breakdown.
• Coordinate event registration, ticketing systems, and attendee communications.
• Ensure events reflect the organization’s mission, branding, and values.
• Coordinate travel and logistics for program participants.
• Maintain storage unit.
• Assist team members as needed.

Fundraising & Donor Relations

• Support fundraising initiatives tied to events, including sponsorship outreach, donor recognition, and cultivation.
• Assist with auctions, raffles, appeals, and other revenue-generating opportunities.
• Maintain strong relationships with donors, sponsors, vendors, and community partners.
• Track event metrics, feedback, and outcomes to improve future events.
• Maintain event files, budgets, and documentation.
• Support general organizational activities as part of the small-team environment.
• Assist with other duties as assigned to support the mission.

Marketing & Communications

• Collaborate with the Director of Community Relations to develop promotional materials, social media content, event announcements, press releases, and invitations.
• Help create post-event materials such as summaries, photos, thank-you messages, and impact reports.
• Ensure consistent branding and messaging across all event-related materials.

Qualifications:

• Bachelor’s degree or equivalent experience preferred.
• Minimum of 2-4 years’ experience as an event coordinator

• Able to travel throughout the State of CA
• Valid CA Driver’s License
• Bi-lingual, Spanish a plus
• Experience working in a nonprofit organization

Skill & Abilities

• Ability to work and adapt well within a diverse group
• Strong analytical and problem-solving skills
• Calm under pressure
• Detailed oriented with a high level of accuracy
• Ability to exercise a high degree of independence, initiative and flexibility
• Professional and mission focused
• Excellent written and oral communication skills. i.e., Ability comprehend instructions, business correspondence, and memos.
• Ability to navigate, influence, and establish partnerships with donors
• Experience coordinating travel (flights, hotels & car rentals) and logistics for small and large groups.
• Must be able to effectively communicate with the public on the phone, email, text and in person.
• Must be proficient in Windows, Microsoft Office, Outlook, CRM database software, and Adobe Acrobat
• High level of professionalism
• Must have excellent organizational and project management skills
• Ability to sit and stand for prolonged periods of time
• Occasionally lift twenty-five pounds
• Requires continual attention to detail in data entry, composing, typing, and proofing materials, establishing priorities and meeting deadlines
• Must have knowledge of the use of and operation of standard office equipment.

Schedule and Work Environment:

This is an in-person position. California Fire Foundation currently offers a limited hybrid work schedule providing equipment for working from home as needed. This position will be hourly and full-time.

Range: $65,000-$75,000 ($31.25 – $36.06)

Please email your resume to resumes@cpf.org.

Thank you!