Events Coordinator

El Segundo, CA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $31.25 - $33.65

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Vision Insurance

Retirement Plan

Paid holidays

Employee Discounts

Job Description

The L.A. Times Studios LLC is a pioneering content creation studio that thrives on delivering groundbreaking and impactful storytelling experiences. As a dynamic part of the renowned L.A. Times brand, the studio is dedicated to setting high standards in media production by exploring innovative formats and platforms that reach diverse, global audiences. Their mission is to promote a more connected world through compelling stories and events, leveraging diverse voices and creative ideas to foster engagement and awareness. The studio supports its initiatives through multiple robust revenue streams including advertising sales, branded content, event production, products, and business development, ensuring sustainability and growth in a competitive industry.

The Events Coordinator role at L.A. Times Studios LLC is a crucial position that supports the planning and execution of live, virtual, and hybrid events designed to enhance audience engagement and strengthen the organization’s brand presence. This role works under general supervision and requires a proactive, detail-oriented professional capable of managing end-to-end event logistics including venue coordination, catering, audiovisual needs, registration, and sponsorship deliverables. The Events Coordinator functions as a vital link between internal departments and external partners to deliver high-quality events that align with organizational goals, showcasing the studio’s journalism and opening avenues for revenue generation.

This position demands strong organizational and project management skills to handle multiple competing priorities effectively. The role involves developing comprehensive event documentation such as production schedules, run-of-shows, and checklists to facilitate seamless event operations. Additionally, the coordinator assists in event setup, live execution, troubleshooting, and post-event wrap-up, ensuring excellence at every stage. The role also includes administrative duties related to contracts, vendor payments, and invoice tracking, done in collaboration with internal teams.

Moreover, the Events Coordinator is instrumental in managing communications across various platforms, including invitations, confirmations, event reminders, and follow-ups with stakeholders, sponsors, speakers, and attendees. Collaborating closely with marketing and audience teams, the coordinator supports promotional efforts that drive attendance and deepen audience relationships. The position also ensures that all sponsorship and vendor commitments are met in a timely and accurate manner, maintaining financial accountability through expense tracking.

The coordinator is expected to utilize and support event technology platforms and embrace emerging technologies, including AI-enabled tools, to enhance planning efficiency and attendee engagement. This includes overseeing event-related queries through dedicated communication channels and helping with general organizational needs such as mailings and warehouse management. The L.A. Times Studios LLC values inclusivity and creativity and invites candidates who are collaborative and innovative to join their team.

The pay scale for this position ranges from $31.25 to $33.65 per hour, reflecting consideration of various factors like skill set, experience, and certifications. The studio encourages diversity and equal opportunity, fostering an inclusive work environment where all employees can thrive and contribute to the vibrant storytelling culture that defines L.A. Times Studios LLC.

Job Requirements

Bachelor’s degree in event management, marketing, communications, hospitality, public relations, business administration, or related field and 1+ years hands on experience in event planning, event coordination, experiential marketing, hospitality, audience engagement or 3+ years of hands on experience in event planning, event coordination, experiential marketing, hospitality, audience engagement
Experience coordinating live, virtual, or hybrid events from planning through execution
Demonstrated experience with contract administrations, purchase request, invoicing and vendor communication payments
Strong project management and organizational skills
Exceptional attention to detail and follow-through
Strong interpersonal and communication skills
Ability to remain calm, adaptable, and solution-oriented in dynamic event environments
Proficiency with Google Workspace, event registration platforms, project management tools, and virtual event technologies
Experience supporting sponsored events, audience engagement programs, or revenue-generating event initiatives
Working knowledge of CRM systems, attendee management platforms, survey/reporting tools, or event marketing technologies

Job Qualifications

Bachelor’s degree in event management, marketing, communications, hospitality, public relations, business administration, or related field or equivalent experience
1+ years hands-on experience in event planning, coordination, experiential marketing, hospitality, or audience engagement or 3+ years experience in similar roles
Experience coordinating live, virtual, or hybrid events from planning through execution
Demonstrated experience with contract administration, purchase requests, invoicing, and vendor payments
Strong project management and organizational skills
Exceptional attention to detail and follow-through
Strong interpersonal and communication skills
Ability to remain calm, adaptable, and solution-oriented in dynamic event environments
Proficiency with Google Workspace, event registration platforms, project management tools, and virtual event technologies
Experience supporting sponsored events, audience engagement, or revenue-generating initiatives
Working knowledge of CRM systems, attendee management platforms, survey/reporting tools, or event marketing technologies

Job Duties

Execute end to end planning of all event formats including festivals, panel discussions, forums, and internal company events by managing logistical timelines and resource allocation
Develop and maintain comprehensive production documentation including detailed project timelines, production schedules, run-of-shows, and event checklists
Coordinate all essential event logistics including venue coordination, catering, registration management, audiovisual needs, speaker coordination, transportation, and dedicated on-site event support
Assist in event setup, execution, troubleshooting, and post-event wrap-up activities
Maintain organized records and support contract administration, purchase requests, vendor communication payments, and invoice tracking
Coordinate and execute all formal communications including follow ups with internal stakeholders, event participants, speakers, moderators, sponsors, and attendees
Support invitation management, attendee registration, confirmations, event reminders, and follow-up communications across various platforms
Partner with marketing and audience teams to support promotional efforts
Ensure all sponsorship and vendor deliverables such as branding, signage, hospitality, and activations are executed accurately and on time
Track event expenses, invoices, and budget activity
Assist with post-event reporting, attendee metrics, feedback analysis, and operational debriefs to improve events
Identify opportunities to improve event workflows and attendee experiences
Support implementation of event technology platforms, registration tools, and digital engagement solutions
Leverage emerging event technologies including AI-enabled tools to enhance planning efficiency and engagement
Oversee the event inbox to deliver timely support and improve engagement
Support events department with mailings, warehouse management and general organizational needs
Perform other duties as assigned