Projects and Events Coordinator

Mosaic Human Capital Solutions•San Antonio, TX

About The Position

The Executive Projects and Events Coordinator acts as a key operational partner to executive leadership and helps keep high-priority work moving across the organization. The position coordinates projects, manages details, supports communication and follow-up, and plans events from concept through completion. Success requires sound judgment, discretion, flexibility, and the confidence to take ownership in a fast-moving environment.

Requirements

Three or more years of experience in project coordination, operations, event planning, executive support, program coordination, or a related role.
Demonstrated ability to manage several projects and deadlines at once while maintaining accuracy, composure, and attention to detail.
Strong written and verbal communication skills, including the ability to prepare polished emails, reports, presentations, and meeting materials.
Proven event-planning experience, including vendor coordination, budgets, registration, logistics, and day-of execution.
High level of discretion, professionalism, emotional intelligence, and sound judgment when handling sensitive information or leadership matters.
A proactive working style with strong follow-through and the ability to recognize what needs to happen next.
Comfort working across teams and interacting professionally with senior leaders, community partners, vendors, and the public.
Proficiency with Microsoft Office or Google Workspace

Nice To Haves

experience with project-management, event-registration, or customer relationship management tools is a plus.
Bachelor’s degree in a related field preferred; equivalent relevant experience will be considered.

Responsibilities

Partner closely with executive leadership to organize priorities, anticipate needs, and ensure important commitments and action items do not fall through the cracks.
Coordinate cross-functional projects by building work plans, maintaining timelines and trackers, scheduling milestones, identifying dependencies, and following up with owners.
Prepare meeting agendas, briefing materials, presentations, notes, decisions, and action-item summaries; monitor follow-through after meetings.
Draft and coordinate professional communications, reports, correspondence, talking points, and internal updates on behalf of leadership.
Plan and execute meetings, workshops, community events, partner gatherings, and special programs from initial concept through post-event follow-up.
Manage event logistics including timelines, venues, vendors, speakers, sponsors, registration, attendee communications, materials, food and beverage, technology, staffing, and run-of-show documents.
Track event and project budgets, coordinate contracts and invoices, and help ensure expenses and deliverables remain aligned with approved plans.
Serve as a dependable point of contact for staff, board or committee members, vendors, partners, and community stakeholders when assigned.
Support executive scheduling and meeting coordination when needed, including resolving conflicts, preparing leaders, and protecting time for key priorities.
Create repeatable systems, templates, and checklists that improve organization, communication, and execution.