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Events Coordinator

Location: Hawai'i & San Francisco Bay Area

About Elemental Excelerator

Elemental Excelerator is on a mission to redesign the systems at the root of climate change. We are a leading nonprofit investor focused on scaling climate solutions and social impact for all communities. Elemental fills two fundamental gaps to tackling climate change: funding first-of-a-kind projects for climate technologies in real communities, and embedding equity and access into climate solutions.As a nonprofit with over a decade of experience in scaling technologies, we are uniquely positioned to provide much-needed support and services to overcome the valleys of death to scale the technologies we need to tackle the climate crisis.

Elemental has been innovating on the traditional investment model for over a decade. We do more than simply write a check; we offer a full suite of hands-on services, support, coaching and introductions across the value stream to support growth and deployments. The organization has stood up a half-dozen programs to break down barriers to climate tech innovation through its robust portfolio, policy, equity & access, career pathways, investors/philanthropy and strategic partnerships.

Help Us Scale our Impact!

Elemental is seeking a passionate self-starter to join our team as Events Coordinator. This position will report to Elemental’s Senior Events Manager and be a part of its creative team. In this role, you will support the events strategy and production for Elemental. We are a dynamic organization, within a growing field, and are always seeking new ways to engage our key audiences and expand our network through thoughtful, unique and intriguing events at the intersection of climate and social equity work.

We’re looking for someone who has an events background, experience with producing in-person and virtual events, maintains a high level of detail, thrives in managing deadlines to meet project needs, is an excellent collaborator, is a strong communicator, and is creative and open to feedback and iteration.You will be responsible for leading and supporting operations and planning for events in collaboration with various teams across the organization, maintaining event data management systems, drafting event communications, and supporting vendor management. This position will likely be required to travel for Elemental events to provide on-site support, as needed.

Key Responsibilities Include:

Event Production

• Work cross-functionally with the Elemental team to manage each event against its goals and objectives by clearly communicating timelines, internal landmarks, and all other pieces of event production; and understanding requirements and details of each event.
• Participating and, at times, leading creative ideation sessions with the goal of generating unique event ideas.
• Participating in meetings with internal collaborators as vital to discuss and plan event specifications such as scope, format, budget, administrative details, and special requirements.
• Collaborate with the events team in designing equitable, climate-friendly events in line with Elemental’s mission and values (reduce waste, no plastic or styrofoam, etc.); and maintaining a list of vendors and consultants aligned with Elemental’s mission and values.
• Support in developing detailed work plans and managing or supporting all aspects of event operations (external communications, speaker management, vendor management, logistics, collecting invoices, processing vendor payments, reviewing and submitting vendor contracts, budget management, adhering to event timelines, etc.).
• Manage all event guest lists for accurate tracking and follow up opportunities.
• Sourcing and booking venues and scheduling speakers.
• Research and assess vendors (catering, entertainment, decor, rentals, virtual platforms, etc.) that align with Elemental’s core values.
• Track event budgets
• Provide support to Sr. Events Manager, as needed

Event Communications & Analysis

• Draft guest and participant communications, such as invitations, reminders, confirmations, thank yous, and event websites.
• Serve as a point of contact for attendees, speakers, talent, providing customer service, rsvp tracking, briefings, travel support, and onsite support.
• Implement post-event follow up including follow up materials, thank you notes, invoicing, budget tracking, and debrief meetings, materials and archiving.
• Evaluate event success and submit post-event analysis and reports. Gather and analyze event data and statistics (attendance, NPS scores, retention, etc.) to provide takeaways and insights to continuously improve Elemental’s events strategy.

Event Data Management

• Coordinate with the events team to maintain updated and accurate records for invitees, rsvps, attendees, speakers, talent, in-kind donors, and vendors

1. Event guest list management
2. Event data management
3. Vendor list management

• Collect, analyze, and track post-event data and maintain year-over-year data for comparison

Qualifications (even if you don’t meet 100% of the qualifications, we still encourage you to apply!)

Desired Skill Set:

• Alignment with Elemental’s mission and values
• 1-3 years of related work experience in event marketing and production, preferably in the climate and/or startup industries
• Experience supporting events from conceptual ideation to execution and debrief (virtual events, hosted dinners, etc.)
• Experience collecting, managing, and analyzing event marketing data
• Strong collaboration and problem-solving skills
• Detailed and thorough; ability to work with deadlines and consistently follow through to completion of assigned projects
• Team-first attitude with the ability to work optimally in a fast-paced environment and ability to make adjustments to work plans as needed
• Strong written communication skills

Stand out skill set:

• Experience with event content development (i.e. developing topics for panel discussions, developing ideas for event content, identifying speakers)
• Experience concepting event look and feel (i.e. themes that get pulled through creative assets for events)
• Existing list of mission-aligned vendors in Hawaii and/or California.
• Proficient in or willing to learn the following software tools:

1. Project Management Software (Airtable, Basecamp 3)
2. Event Management Software (Splashthat)
3. CRM (Salesforce)
4. Slack
5. Document Repositories (Google Suite, Box)

Compensation & Benefits

This is a full-time "at-will" position working 40 hours per week. 

The salary range for this role is $54,600 - $85,400, which is based on market data and the organization's compensation philosophy. Individual salary offers will depend and may vary with location, relevant education, knowledge, skills, and experience. We also offer comprehensive health & welfare benefits and top-of-the-market paid time off.

Other Details:

We will consider candidates located in Honolulu, Hawaiʻi or the Bay Area, California where we have HQs. Elemental has a hybrid working model and this role will be expected to be available remotely during HQ working hours based on home office location, and when in-person work resumes must be able to commute to one of our HQ locations: Honolulu, Hawaiʻi or East Palo Alto, California.

Elemental Excelerator is an Equal Employment Opportunity Employer and has a strong commitment to diversity. Candidates of all backgrounds are encouraged to apply. Candidates from the following group are especially encouraged to apply: Black, Indigenous, and people of color (BIPOC); members of the lesbian, gay, bisexual, transgender, queer or questioning, intersex, asexual (LGBTQIA+) communities; people who have disabilities; people from low-income backgrounds; people who identify as nonbinary; and women.

We will accept and review applications on a rolling basis. Although all applications will be considered, we may be unable to respond to all inquiries.

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