Events Coordinator
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Job Description
Events Coordinator managing donor and investor relationships for Blue Forest, a conservation finance nonprofit. Planning and executing meaningful events to strengthen collaboration and thought leadership.
Responsibilities:
- Research, plan, and execute donor and investor stewardship events, including small-group dinners, salons, and multi-day field visits—in close partnership with the fundraising team
- Lead event design and atmosphere-setting, ensuring each experience reflects Blue Forest’s mission, impact, and intended relationship outcomes, and is tailored to participant backgrounds, interests, and philanthropic or investment priorities
- Develop event strategies, agendas, collateral, talking points, and run-of-show documents that align messaging, content, and flow with attendee composition and event objectives
- Coordinate all event logistics, including venues, catering, vendors, transportation, RSVPs, accommodations, and speaker engagement
- Serve as the primary point of contact for event speakers and external participants
- Manage attendee communications before, during, and after events, and coordinate closely with the fundraising team to support stewardship and next-step follow-up
- Prepare briefing materials for Blue Forest leadership and Board members, outlining key attendees, objectives, and desired outcomes for relationship-building and stewardship
- Direct Blue Forest’s presence at major convenings (e.g., SF Climate Week, NY Climate Week, COP, SOCAP, Red Sky Summit)
- Identify priority audiences and stakeholders for each convening and develop engagement strategies aligned with organizational goals
- Secure and coordinate speaking roles, workshops, roundtables, and panels that position Blue Forest effectively with target audiences
- Lead speaker coordination, talking point and presentation development, and day-of management
- Prepare leadership with briefing materials on key attendees, partners, and prospective funders, including context for relationship-building and follow-up
- Collaborate with the Communications team on event promotion and external engagement
- Manage event logistics, including vendor contracts, catering, photography, and on-site coordination
- Support agenda development and team-building design for company retreats
- Manage all travel, accommodation, and onsite logistics
- Standardize event and travel processes across Blue Forest in partnership with the Accounting and Operations teams
- Establish a company-wide event and conference calendar
- Develop templates and systems for attendee research, briefing notes, run-of-show documents, and post-event follow-up
- Establish budget templates for each type of event and post-event expense reporting processes in conjunction with accounting.
Requirements:
- 3–5 years of experience in event coordination and management, ideally with exposure to fundraising events, conferences, or speaker series
- Demonstrated experience preparing for events through attendee research, stakeholder mapping, and development of briefing materials to support relationship-building and strategic engagement
- Ability to partner with development, communications, and leadership teams to define objectives for events and translate those goals into agendas, messaging, and run-of-show plans
- Experience with event management platforms (e.g., Cvent, Luma) and CRM adjacent workflows
- Strong skills in vendor coordination, presentation and collateral development, and run-of-show planning
- Excellent written, verbal, and design communication skills, with the ability to tailor content and tone for diverse audiences
- Strong organizational abilities with attention to detail and the ability to manage complex, dynamic timelines across multiple concurrent events
- Comfortable working independently while collaborating across teams
- Experience with conservation, impact investing, and/or climate finance events (strongly preferred)
- Highly motivated and enthusiastic about traveling to remote, forested locations, with the adaptability to work effectively in areas with limited connectivity.
- Required: Valid driver’s license and ability to drive
Benefits:
- 100% employer-paid health, dental, and vision coverage; subsidized coverage for dependents
- Access to a 401(k) retirement plan with a 5% employer match
- 4 weeks paid vacation and 17 paid holidays; paid sick time and volunteer time
- 3 months of paid family leave
- Employer-paid life and long-term disability insurance
- Access to Dependent Care FSA and Health FSA
- Public Lands Exploration stipend (reimbursements for visits to National Forests, county parks, etc.)
- Monthly Home Office stipend or co-working space provided
- Dependent care costs are subsidized for business travel
- Additional stipends for health & wellness, home internet, and cell service
- Financial support for professional development
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