Event Planner

Southern Indian Health Council, Inc•Alpine, CA

9d•$28 - $35

About The Position

The Event Planner advances Southern Indian Health Council’s mission by planning, coordinating, and executing culturally respectful, community‑centered events and recurring group programs. This role leads logistics, vendor management, budgeting, compliance, and onsite operations to ensure each event reflects SIHC’s values and delivers a high‑quality experience for patients, community members, partners, and donors.

Requirements

Ability to work independently and manage multiple events simultaneously.
Strong organization, time management, and communication abilities.
Minimum 3 years of experience in event planning, logistics, community events, or related duties.
Interest in developing skills in advanced event strategy, donor experience, or community engagement.
Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
Cultural competence in American Indian values and practices, or a willingness to learn.
Ability to work evenings/weekends (2 to 4 weekends per quarter, as needed) and travel locally as needed.
Ability to maintain confidentiality and abide by HIPAA policies.
Valid California driver’s license and ability to be insured under SIHC’s vehicle policy.
High School Diploma or GED.
Ability to stand for extended periods and lift up to 25 lbs.

Nice To Haves

Experience with Tribal communities and/or nonprofits.
Event planning certification (CMP, CSEP, or equivalent).
Experience using Monday.com, Eventbrite, CharityEngine, Canva, and Adobe Acrobat.
Ability to provide photography/video support when feasible.

Responsibilities

Plan, coordinate, and execute SIHC events. Estimated annual event scope includes: Fundraising events
Donor cultivation and stewardship events
Community outreach and education events
Recurring group programs
Develop event briefs, timelines, budgets, and run‑of‑show documents.
Coordinate with internal departments to align roles, timelines, and deliverables.
Manage venues, permits, insurance/COIs, AV/IT needs, floor plans, signage, and accessibility accommodations.
Oversee registration processes, RSVP platforms, confirmations, and onsite check‑in.
Support donor‑related event elements, speaker scripts, and program flow.
Secure and manage vendors including venues, catering, rentals, AV, security, and other service providers and ensuring clear scopes, contracts, and expectations.
Coordinate and maintain contracts, permits, insurance certificates (COIs), compliance documentation and post-event materials.
Confirm all vendors prior to each event.
Order event materials and supplies; submit requisition forms and track payments, including physical checks.
Maintain an approved vendor list and negotiate competitive pricing.
Manage registration systems, RSVPs, confirmations, and onsite check-in.
Serve as the central communication hub for event details and updates.
Provide key event information to the Development team within 24 to 48 hours of receiving it.
Lead onsite set‑up, execution, and tear‑down to ensure a smooth guest experience.
Provide hospitality support for elders, Tribal leaders, donors, and partners.
Capture photos/video when no other team member is available and when it does not interfere with event operations. This is a secondary responsibility and not a primary function of this role.
Coordinate recurring group programs including curricula, attendance tracking, and facilitator support.
Conduct venue walkthroughs and risk assessments with the Quality and Safety teams.
Deliver post‑event reports within 5 business days, including KPIs, insights, and follow‑up actions.