Events Coordinator

By the Bay Health•Larkspur, CO

2d•$34 - $42

About The Position

By The Bay Health, a non-profit established in 1975, set the standard for hospice in the U.S. by emphasizing the role of the patient in making important medical decisions. Our spectrum of home-based services now includes Skilled Home Health Care, Palliative Care, Adult Hospice Care and Pediatric Care. Our team approach strives to address practical, social, emotional and spiritual aspects of care, with the goal to maximize quality of life for our patients, caregivers and families. This full-time position offers competitive pay, generous benefits and a supportive work environment. The Event Coordinator, reporting to the Senior Director of Development plays a central role in ensuring BTBH’s events are warm, well-organized, and thoughtfully executed. The Event Coordinator is responsible for planning, managing, and executing events for BTBH and affiliates; By the Bay Health located in Sonoma, Larkspur and San Francisco, Mission Hospice located in San Mateo and Hope Hospice located in Pleasanton. This position is ideal for someone who takes pride in details, enjoys collaborating behind the scenes, and values creating calm, welcoming experiences for donors, volunteers, staff, and community members. The role supports a range of events, to small donor gatherings and remembrance ceremonies to larger signature celebrations, working closely with colleagues across Development, Marketing, and Clinical teams. Schedule: Monday - Friday; 8:30am - 5:00pm, some evenings and weekends required Location: Based in Larkspur with additional support to Pleasanton, San Mateo and San Francisco Pay Range: $34.00 - $42.30 hourly By the Bay Health follows all CDPH vaccine requirements for healthcare personnel.

Requirements

5-7+ years of experience coordinating events in a nonprofit, healthcare, or professional setting
Strong organizational skills and the ability to manage multiple details and deadlines
Comfort working with databases, spreadsheets, and basic project management tools
Clear, courteous communication style and a calm, solutions-oriented approach
Reliability, thoughtfulness, and pride in doing things well
Respect for confidentiality and sensitivity in healthcare settings
A collaborative spirit and willingness to support colleagues as needed
Appreciation for meaningful work over high-pressure fundraising environments

Responsibilities

Support signature events such as the BTBH Annual Gala, Hope Hospice Annual Crab Feed, Hike 4 Hope, Hope 100, Mission Hospice Celebration, and Donor Brunches, as well as smaller donor, volunteer, and staff-focused gatherings.
Overseeing the planning, production, logistics, and promotion of the event.
Coordinating timelines, venues, vendors, guest lists, materials, and day-of support
Manage onsite support staff and volunteers.
Maintain accurate records in the CRM (Salesforce), including RSVPs, sponsor details, and post-event notes
Track budgets, invoices, and contracts in coordination with Development leadership
Assist with post-event reporting, acknowledgments, and follow-up communications
Work with trusted vendors (caterers, florists, AV, venues) to ensure smooth execution and high-quality experiences. Expand the agency’s existing roster of vendors to promote more flexibility and range in our event offerings.
Support and coordinate volunteers and staff assisting with events, providing clear direction and a welcoming presence.
Partner closely with Development, Marketing, and Clinical teams to ensure events align with organizational values and messaging
Interact professionally and discreetly with donors, board members, and community partners
Provide consistent communication and follow-through to ensure all parties feel informed and supported