Events Coordinator

Blue Forest•Sacramento, CA

21h•$80,000 - $90,000•Remote

About The Position

Blue Forest is seeking a highly organized, detail-oriented, and creative Events Coordinator to join our growing team. This role is central to designing and executing meaningful events that strengthen donor and investor relationships, elevate Blue Forest’s thought leadership in conservation finance, and foster collaboration across our staff and board. The Events Coordinator will manage a wide range of experiences - from donor dinners and field visits to major international convenings like NY/SF Climate Week and COP, to our annual staff retreat and board meetings. The ideal candidate is proactive, excels at planning and logistics, and is equally comfortable developing run-of-show scripts, writing talking points, coordinating with vendors, and setting up our leadership team for success on stage. A successful candidate brings the ability to shape the tone of an event - someone who understands how to create the right atmosphere by tailoring venue, content, speakers, etc to match the attendees’ interests, expectations, and goals. This includes anticipating what different stakeholders need and curating agendas, materials, and messaging that is intentional, engaging, and aligned with Blue Forest’s mission and values. Key to success in this role is: Exceptional attention to detail and planning, with flexibility and adaptability when things shift in the moment Ability to coordinate effectively across multiple departments, synthesize diverse perspectives into a cohesive strategy, and collaborate with individuals from varied functional areas - leveraging expertise to plan and deliver high-impact, well-executed events Strong written, verbal, and design communication skills Experience managing events that blend logistics, storytelling, and stakeholder engagement Strong communication skills and audience awareness, with the ability to shape content and context

Requirements

3–5 years of experience in event coordination and management, ideally with exposure to fundraising events, conferences, or speaker series
Demonstrated experience preparing for events through attendee research, stakeholder mapping, and development of briefing materials to support relationship-building and strategic engagement
Ability to partner with development, communications, and leadership teams to define objectives for events and translate those goals into agendas, messaging, and run-of-show plans
Experience with event management platforms (e.g., Cvent, Luma) and CRM adjacent workflows
Strong skills in vendor coordination, presentation and collateral development, and run-of-show planning
Excellent written, verbal, and design communication skills, with the ability to tailor content and tone for diverse audiences
Strong organizational abilities with attention to detail and the ability to manage complex, dynamic timelines across multiple concurrent events
Comfortable working independently while collaborating across teams
Highly motivated and enthusiastic about traveling to remote, forested locations, with the adaptability to work effectively in areas with limited connectivity.
Valid driver’s license and ability to drive

Nice To Haves

Experience with conservation, impact investing, and/or climate finance events (strongly preferred)

Responsibilities

Research, plan, and execute donor and investor stewardship events, including small-group dinners, salons, and multi-day field visits—in close partnership with the fundraising team
Lead event design and atmosphere-setting, ensuring each experience reflects Blue Forest’s mission, impact, and intended relationship outcomes, and is tailored to participant backgrounds, interests, and philanthropic or investment priorities
Develop event strategies, agendas, collateral, talking points, and run-of-show documents that align messaging, content, and flow with attendee composition and event objectives
Coordinate all event logistics, including venues, catering, vendors, transportation, RSVPs, accommodations, and speaker engagement
Serve as the primary point of contact for event speakers and external participants
Manage attendee communications before, during, and after events, and coordinate closely with the fundraising team to support stewardship and next-step follow-up
Prepare briefing materials for Blue Forest leadership and Board members, outlining key attendees, objectives, and desired outcomes for relationship-building and stewardship
Direct Blue Forest’s presence at major convenings (e.g., SF Climate Week, NY Climate Week, COP, SOCAP, Red Sky Summit)
Identify priority audiences and stakeholders for each convening and develop engagement strategies aligned with organizational goals
Secure and coordinate speaking roles, workshops, roundtables, and panels that position Blue Forest effectively with target audiences
Lead speaker coordination, talking point and presentation development, and day-of management
Prepare leadership with briefing materials on key attendees, partners, and prospective funders, including context for relationship-building and follow-up
Collaborate with the Communications team on event promotion and external engagement
Manage event logistics, including vendor contracts, catering, photography, and on-site coordination
Support agenda development and team-building design
Manage all travel, accommodation, and onsite logistics
Coordinate external vendors for venue, catering, and activities
Standardize event and travel processes across Blue Forest in partnership with the Accounting and Operations teams
Establish a company-wide event and conference calendar
Develop templates and systems for attendee research, briefing notes, run-of-show documents, and post-event follow-up
Establish budget templates for each type of event and post-event expense reporting processes in conjunction with accounting.
Support Project Development with site visit operationalization and logistics
Work alongside the programs team to establish event framing, agendas, talking points, and post-visit communications that align with project and partnership goals
Develop and/or modify (as needed) existing tools, templates, and workflows to streamline site visit planning
Work with Project Development to conduct annual reflections/ lessons learned process and document findings; integrate learnings into overall site visit planning strategy
Design and oversee annual BF swag production
Manage vendor relationships, staff sizing and selection, and partner gift coordination

Benefits

100% employer-paid health, dental, and vision coverage; subsidized coverage for dependents
Access to a 401(k) retirement plan with a 5% employer match
4 weeks paid vacation and 17 paid holidays; paid sick time and volunteer time
3 months of paid family leave
Employer-paid life and long-term disability insurance
Access to Dependent Care FSA and Health FSA
Public Lands Exploration stipend (reimbursements for visits to National Forests, county parks, etc.)
Monthly Home Office stipend or co-working space provided
Dependent care costs are subsidized for business travel
Additional stipends for health & wellness, home internet, and cell service
Financial support for professional development