Event Coordinator (Contract) at Healthier Kids Foundation Santa Clara County – San Jose, California

We are seeking a detail-oriented Contract Event Coordinator to serve as the primary coordinator for an upcoming fundraising gala. This is a short-term, project-based independent contractor role responsible for planning, organizing, and executing all logistical aspects of a one-time fundraising event.

The Event Coordinator will manage event timelines, vendor coordination, venue logistics, run-of-show planning, and day-of-event execution to ensure a successful and seamless guest experience aligned with the organization’s fundraising goals. This role will work closely with internal staff and key stakeholders to support event planning, communications, and on-site coordination.

Key Responsibilities

• Serve as primary point of contact for all event logistics
• Coordinate with venue, vendors, and service providers
• Develop and manage event timeline and run-of-show
• Support guest list management and event communications
• Oversee event setup, execution, and breakdown on event day
• Monitor event-related expenses and vendor coordination

Minimum Requirements:

• 2+ years of experience coordinating or managing events, preferably fundraising or nonprofit-related events
• Demonstrated experience coordinating vendors, venues, and event logistics from planning through execution
• Ability to develop and manage detailed project timelines and event run-of-show documents
• Strong organizational and communication skills with the ability to manage multiple priorities and deadlines
• Experience working within an established budget and tracking event-related expenses
• Must be located within the San Francisco Bay Area and available to attend occasional in-person site visits and provide on-site coordination on the day of the event
• Availability to attend virtual planning meetings via Zoom; most planning and coordination activities may be completed remotely at the contractor’s discretion
• Ability to work independently as a contractor and provide their own equipment as needed (e.g., laptop, phone)

This is an independent contractor position for a one-time event project with an anticipated engagement period of approximately six (6) months. Total contractor compensation for this engagement is budgeted at up to $15,000.