Administrative and Events Coordinator
Reports To: Head of Programs
Location: Los Angeles, CA
FLSA Status: Full time, Exempt Travel Required: Minimal
JOB SUMMARY:
Exciting opportunity to join a well-established and fast-growing nonprofit organization at the forefront of changing the world through storytelling. Under the supervision of the Head of Programs, the Administrative and Events Coordinator will provide support for the implementation of CAPE’s programs and events, operations, administrative and organizational tasks, and the management of CAPE’s volunteer program. This role involves producing events, managing schedules, coordinating meetings, preparing documents, and assisting with operational activities. The ideal candidate must be a flexible team player with strong communication skills who is willing to do any task, big or small. Preferred 2 years of non-profit experience or equivalent. Must have a positive attitude, strong work ethic, and a sense of humor.
The position reports directly to the Head of Programs.
KEY TASKS AND RESPONSIBILITIES:
Programs and Events
Assist with developing and implementing programs and events that support CAPE’s mission and fundraising efforts
Assist with program applications and selection, curriculum development, session facilitation, and speaker and alumni engagement
Help manage event pre-production, production, and follow-up
Manage logistics for CAPE live events and educational workshops, including researching and securing venues, catering, panelists, volunteers, photographers and/or videographers as needed
Manage RSVPs, ticket purchases, guest requests, and inquiries
Recruit volunteers and manage volunteer database
Create and manage event budget with CAPE staff, including detailed breakdown of event expenses and revenue
Coordinate with sponsors or program partners to fulfill deliverables and deliver communications and invitations as needed
Coordinate with press and PR for event media coverage; assist with drafting of CAPE newsletter, website or social media posts, and press releases as needed
Maintain and update event attendee records and database
Keep inventory for event supplies
Support with fundraising galas and development events
Operations and Administration
Manage volunteers and interns
Assist with managing and updating the website, social media, marketing, and brand development
Help manage office emails (i.e., info@capeusa.org)
Manage all office supply and needs and maintain office organization and equipment
Organize press clippings and mentions about CAPE, CAPE events, CAPE staff, or board members
Archive media assets including event photos and footage
Organize CAPE’s digital office drive and storage of digital files
Maintain CAPE alumni database, including success stories, to supply program metrics for communications and fundraising purposes
Log incoming donations, maintain individual donor database, and update donors page on website
DESIRED SKILLS:
Must be skilled in project management, setting clearly defined objectives, and executing long-term projects while taking into account possible changing circumstances
Works well independently and collaboratively with others
Must be a flexible team player who can roll with the punches and be willing to do any task, big or small
Must be able to communicate effectively and sensitively with diverse populations and varied audiences through verbal and written/email correspondence
Must possess excellent time management skills and meet deadlines
Should be comfortable with a fast-paced, high-pressure work environment and be able to handle multiple concurrent tasks with constant interruptions; must be able to manage stressful situations calmly
Must exercise discretion in handling confidential information
Must be a self-starter, detail-oriented, creative, forward thinker, problem solver, and intellectually curious
Must be enthusiastic and have a positive attitude and sense of humor
Excellent written and verbal communication skills; experience analyzing, interpreting, and presenting data to multiple audiences
Welcoming to people of all backgrounds and perspectives, while also promoting an environment committed to values of diversity and inclusion
Comfortable engaging with the public
EDUCATION and/or EXPERIENCE:
Bachelor’s degree preferred
Knowledge of entertainment industry accelerator, pathway, and professional development programs preferred
At least 2 years nonprofit experience, or equivalent
Event production background required
Graphic design background helpful
Knowledge of entertainment industry helpful but not required
COMPUTER & EQUIPMENT SKILLS:
Microsoft Word, Excel, PowerPoint / Google Workspace
Knowledge of Squarespace and Canva preferred
Knowledge of Salesforce preferred
Strong internet research skills
Ability to learn or navigate digital platforms for event ticketing, project management, database, or other projects as needed
ADDITIONAL:
Must be available to work evenings and weekends
Must have access to personal vehicle and maintain valid California driver’s license and minimum required collision and personal injury vehicle coverage
One year commitment
Will be required to sign an NDA
BENEFITS AND SALARY:
Salary & Title commensurate with experience, range $62,500-70K
Parking
Work-related mileage paid, not including daily commute
Some healthcare reimbursement covered
Two weeks paid vacation time and five sick days per year
APPLICATION INFORMATION:
Position is open immediately until filled
Please send a cover letter, resume, and three references as an attachment via email to info@capeusa.org, subject line: [Your name] - CAPE Administrative and Events Coordinator Application. No phone calls or status emails.
CAPE is an Equal Opportunity Employer.
ABOUT US:
CAPE is the premier nonprofit organization creating opportunities and driving change for Asian and Pacific Islander (API) success in Hollywood. We work to shift culture through storytelling to create a better world. For nearly 35 years, we have fought for API representation in film and television, because what we watch on our screens should reflect the world in which we live and project a better one. CAPE advances representation for APIs in Hollywood through three main verticals: (1) nurturing and engaging creative talent and executive leadership; (2) providing cultural script consulting and talent referrals; and (3) championing projects for critical box office and streaming success.
Follow @capeusa on Instagram or visit our website at capeusa.org.
CAPE is an equal-opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform critical job functions, and to receive other benefits and privileges of employment. Please contact us to request an accommodation.