Events Coordinator

JOB DESCRIPTION BELOW, BUT PLEASE READ THIS CAREFULLY BEFORE APPLYING…

We want to make sure we're all on the same page and there are important instructions included about how to apply!

We’re sharing all the details upfront about how to apply and what to expect during our hiring process because we value transparency and want to set clear expectations. Plus, we’re here to support you as you navigate the application process! If anything changes, we’ll be sure to let active candidates know.

How to Apply:

Instead of a traditional cover letter (because honestly, who loves writing those?), we’re asking you to do something a little different! Here’s what we need from you:

• Upload your resume.
• Provide a short answer to this prompt (and upload it in lieu of a cover letter):

Tell us about a favorite event you helped plan. Why was it your favorite, and what was one challenge you had to overcome?

Here’s a quick breakdown of our hiring timeline, and it would also be smart to keep reading the details offered below!

• Stage 1: Initial Screening – Early November 2024
• Stage 2: First Interview – Late November 2024
• Stage 3: Skills Assessment – Early December 2024
• Stage 4: Final Interview – Mid-December 2024
• Stage 5: Offer & Start Date – Late December 2024 & Mid-January 2025

Application Process & Timeline:

We’ll be accepting applications until Friday, November 22. But heads up—we’ll start reviewing applications earlier, so if you submit before Thursday, November 7 you’ll ensure your application will be included in the first round of reviews!

Stage 1: Initial Screening

We’re working with Insperity to help us manage the recruiting process. If your application is selected, an Insperity recruiter will schedule a brief (15-30 minute) screening interview to chat more about your experience. From there, advancing applications will be passed on to our hiring manager for the next steps.

Stage 2: First Interview

(This first paragraph is the most important part of this section!) Our hiring manager will review the first batch of advanced applications on Tuesday, November 12 and first interview invites will be sent out by November 15. If you submit your application by Thursday, November 7, you’ll be included in this first review, giving you the best chance of moving forward to a first interview. All first interviews will be scheduled for November 25-December 6.

Applications will be accepted through Friday, November 22, but here's the deal… If we find a stellar pool of candidates during that first review, we may not review the applications received after November 7. So again, to maximize your chances, we recommend getting your application in early, but if you miss that date it’s not a lost cause to put in the effort to submit!

If we do a second round review, candidates who applied after November 7 and are being moved forward to an interview will hear from us by Monday, November 25.

Stage 3: Skills Assessment

If needed, we may ask you to complete a short assignment the week of December 9. We do value your time and would expect the assignment to take about 30 minutes to complete.

Stage 4: Final Interview

For the final round, we’ll send you the interview questions ahead of time, and interviews will be scheduled the week of December 16.

Stage 5: Offer & Start Date

We’re aiming to extend an offer the week of December 30, and we hope to welcome you to the team in mid-January! 

Events Coordinator

Job Description

Position Title: Events Coordinator

Position Status: Full Time and Non-Exempt

Position Funding Statement: This position is grant funded for 3 years beginning in 2024. Continuation

of this role beyond the specified period may be contingent upon the acquisition of additional funding.

Position Location: Plug In America is located in Los Angeles; this position is eligible for remote work, with a preference for candidates living in or close to Los Angeles. Candidates should expect to travel to Los Angeles and other locations to facilitate events (appropriate travel expenses to be reimbursed by the organization).

Reports To: Sr. Program Manager

Supervises: None

Position Summary:

The Events Coordinator will play a crucial role in the successful execution of Plug In America's EV ride and drive events and other related activities. This full-time position supports the strategic direction provided by the Sr. Program Manager and Events Manager, while also taking on significant responsibility for the operational execution of events, bridging the gap between planning and hands-on implementation. The Events Coordinator ensures operational excellence and a high-quality participant experience for each event. This role involves coordination with multiple stakeholders, including clients/partners, event staff/volunteers, and vendors, to facilitate event logistics, communications, and onsite management. The Events Coordinator will ensure the smooth operational flow of events and take the initiative to elevate the quality and impact of each event. The ideal candidate will have experience coordinating education/experiential events, excellent organization and communication skills, and a keen interest in the electric vehicle industry.

Essential Duties:

Event Coordination, Execution, and Operational Support

• Support the Sr. Program Manager and Events Manager in planning, executing, and evaluating a wide range of EV promotional events.
• Oversee administrative tasks related to event planning and execution, including maintaining calendars, tracking RSVPs, preparing/shipping materials and tracking inventory, and managing event-related correspondences.
• Assist in the logistical planning of events, including venue selection, vendor contracts and management, communication with and coordination of event staff, equipment rental, and transportation of materials, ensuring efficiency and adherence to budget.
• Utilize project management software to create and monitor event timelines, ensure tasks are completed on schedule, and communicate with internal team members.
• Handle event-related administrative tasks with efficiency, such as preparing waivers and managing event-related correspondences.
• Lead the on-site execution of EV ride-and-drive events, including the physical setup and teardown of event spaces, such as arranging signage, setting up booths or displays, and preparing areas for vehicle showcases.
• Facilitate attendee flow, manage registration tables, and help with any on-the-spot logistical needs during the event.
• Lead efforts in post-event teardown and cleanup, ensuring the venue is left in excellent condition and all event materials are collected, stored, and inventoried for future use.
• Coordinate with the marketing and communications team to support event promotion, participant engagement, and post-event follow-up activities.
• Assist with the development of resources to enhance the quality and consistency of event execution across various locations.

Attendee, Event Staff, and Partner Engagement:

• Serve as a primary day-of-event point of contact for event participants, sponsors, and partners, providing exceptional service and support to ensure a positive experience.
• Manage event staff and volunteer teams on the day of the event, ensuring they are informed, motivated, and effectively contributing to the event's success.
• Support the collection of data from event participants through surveys and adding the events data to a database
• Support training and resources for partner organizations and event staff/volunteers, helping to empower them to successfully organize and execute local events.

Post-Event Support and Quality Assurance:

• Assist with the tracking of expenses to ensure adherence to budget and financial guidelines.
• Organize post-event debrief sessions and participate in discussions to analyze feedback from participants, partners, and staff. Compile data and assist with creating reports on event outcomes, including attendance, participant engagement, educational impact/event effectiveness, and overall satisfaction, to inform future event strategies.
• Work with the Sr. Program Manager and Events Manager to identify and implement improvements and best practices for future events based on feedback and performance metrics.

Marketing and Communications Support:

• Collaborate with the marketing team to support event promotion through various channels, including assisting with content creation for social media, email campaigns, and website updates and encouraging social media engagement among attendees.
• Help to prepare and distribute event promotional materials, ensuring the messaging aligns with
• Plug In America's mission and event objectives.

Skills and Experience

• Organizational Skills: Strong ability to organize tasks, manage time effectively, and follow through on commitments.
• Communication: Excellent communication skills, both written and verbal, with the ability to interact positively with team members, external partners, and event attendees.
• Adaptability: The capability to adapt to changes and solve problems creatively in a fast-paced event environment.
• Teamwork: A strong sense of teamwork, with a willingness to support others and collaborate to achieve shared goals.
• Hands-On Problem-Solving: Demonstrated ability to think on your feet and address unexpected challenges during events with calm and effective solutions.
• Interpersonal Skills: Strong interpersonal skills, with the ability to engage positively with a diverse range of individuals, from attendees to vendors and team members.
• Detail-oriented: A keen eye for detail, ensuring every aspect of the event setup and execution meets Plug In America's standards of quality and professionalism.
• Energy and Enthusiasm: A high level of energy and enthusiasm, essential for the dynamic pace of event days, with the stamina to maintain a high level of performance throughout long event days.
• Passion for EVs: While not required, interest and knowledge in electric vehicles and sustainable transportation is a plus, providing a foundational enthusiasm for the mission of Plug In America.

Required Qualifications:

• Minimum 3 years experience planning and facilitating education programs or experiential events
• Minimum 1 year in a customer service-focused role
• Demonstrated ability to work with various stakeholders involved in event planning and facilitation
• Ability and willingness to travel and work flexible hours, including weekends and evenings, as required for events. (Most travel would take place March-October, typically 4 or less consecutive days/trip)
• Excellent verbal and written communication skills
• Ability to work effectively both independently and as part of a team
• Creative problem-solving skills and the ability to adapt to changing situations

Preferred Qualifications:

• Experience in project management
• Experience coordinating or working in collaboration with community-driven initiatives, particularly with diverse communities
• Experience leading and/or training event staff or volunteers
• Experience in the electric vehicle industry and/or in-depth knowledge of sustainable transportation
• Degree in education, event management, communications, or a related field. Equivalent experience derived from volunteer work, organizing community events, or any other relevant experience is equally valued.

Salary Hiring Range:

The salary hiring range for this position is $52,000 - $65,000 per year, commensurate with experience and skills.

Benefits:

• Medical, dental and vision insurance available on Day 31 after hire date
• Vacation accrual starting at 10 hours per month
• 11 company holidays plus floating holiday(s)
• 403(b) matching available at up to 5% of salary
• Monthly benefit towards the lease or purchase of an electric vehicle

About Plug In America:

Plug In America is a growing 501(c)3 non-profit organization that is centrally involved in our nation’s shift to clean-fueled EVs. A staff of passionate professionals, consultants, and volunteers make up our dynamic team who work on programs focused on government advocacy, consumer and auto dealer outreach and engagement, EV awareness, and member services

Our client is an equal opportunity employer that welcomes and encourages diversity in the workplace. It does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law. We will consider qualified applicants with criminal histories for employment.