Events Project Coordinator - Newport Beach, CA

Olympus Property•Newport Beach, CA

5d•$75,000 - $90,000

About The Position

The Events Project Coordinator plays a critical role in bringing the company’s culture, values, and employee experience to life through thoughtfully planned and flawlessly executed events. Reporting to the VP of Organizational Development and Culture, this position is responsible for managing the full lifecycle of corporate events, meetings, and programs—ranging from concept to post-event evaluation. This role requires exceptional communication, a high level of professionalism, and the ability to support and respond to particular and visionary internal and external stakeholders. The Events Project Coordinator must balance creativity with precision, ensuring every event experience aligns with organizational culture while adhering strictly to budget parameters, timelines, and expectations.

Requirements

Proven experience in event planning, coordination or project management.
Strong communication, organizational, and budgeting skills.
Ability to thrive in fast-paced, high-expectation environments.
A detail-oriented, service-driven professional who excels at managing complex events, communicating clearly, and delivering culture-driven experiences while adhering to budgets and timelines.

Responsibilities

Culture-Driven Event Planning & Logistics
Partner closely with the VP of OD/Culture to translate organizational values and culture into engaging, high-quality event experiences.
Develop detailed event plans, project timelines, and run-of-show documents for in-person, virtual, and hybrid events.
Anticipate attendee needs and proactively plan for contingencies to ensure a seamless and elevated experience.
Extensive Communication & Stakeholder Management
Serve as a primary point of contact for event-related communication, ensuring clear, timely, and accurate information flow.
Manage frequent updates, confirmations, and changes while maintaining professionalism with high-expectation clientele.
Coordinate invitations, RSVPs, attendee communications, agendas, and materials with exceptional attention to detail.
Budget Oversight & Financial Accountability
Assist in developing and managing detailed event budgets.
Research, source, negotiate, and manage vendors with a focus on value and cost control.
Track expenses, reconcile invoices, and provide regular budget updates.
Execution & Problem-Solving
Oversee event setup, day-of execution, and teardown.
Troubleshoot issues calmly to maintain a polished experience.
Reporting, Evaluation & Administrative Support
Collect and analyze post-event feedback and metrics.
Prepare reports and maintain organized event files and documentation.