Event Coordinator - World Affairs Council of Orange County : Job Details

WACOC is seeking an organized, detail-oriented, and highly motivated Event Coordinator to manage the planning and execution of our high-quality speaker events, panel discussions, annual galas, and member programs. The ideal candidate is passionate about global affairs, skilled in event logistics, and thrives in a fast-paced, mission-driven environment.

To see our current line up of events:

Event Planning & Management

• Plan and execute in-person, hybrid, and virtual events, including speaker forums, fundraising events, and networking receptions.
• Coordinate logistics such as venue selection, catering, A/V, signage, parking, security, and program flow.
• Liaise with vendors, venues, and partner organizations to ensure smooth event execution.

Speaker & Guest Management

• Coordinate speaker invitations, travel arrangements, biographies, and event briefs.
• Serve as primary point of contact for speakers and VIP guests during event planning and on-site.

Marketing & Communications

• Collaborate with the communications team to develop promotional materials, email campaigns, and event listings.
• Assist with managing RSVPs, event registration platforms, and guest lists.
• Create event programs, name badges, and signage.

On-Site Event Execution

• Oversee event setup and breakdown, guest check-in, and real-time issue resolution.
• Ensure a high-quality experience for attendees, speakers, and sponsors.

Post-Event Follow-Up

• Collect feedback, assist with thank-you communications, and maintain event records and photos.
• Contribute to event debriefs and continuous improvement initiatives.

• Bachelor's degree in Event Management, International Relations, Communications, or related field (preferred)
• 1–3 years of experience in event coordination, preferably in a non-profit or mission-driven organization
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to manage multiple projects and meet deadlines
• Proficiency with Microsoft Office Suite and Google Workspace
• Flexibility to work evenings and occasional weekends, as required by event schedule
• Interest in international affairs and WACOC's mission

• Experience managing donor or member events
• Comfort with public speaking and on-stage facilitation
• Familiarity with CRM systems and event platforms
• Bilingual or multilingual skills a plus

• Competitive hourly or salaried rate, based on experience
• Flexible work environment with remote options
• Networking opportunities with global leaders and professionals
• Opportunity to grow within a respected international affairs organization