Events Coordinator (Part-time)

Why We’re Building Village

Getting specialty care for a child should be easier. Today, families face long waitlists, confusing insurance, and fragmented care. Providers face the other side of the same problem: unpredictable caseloads, endless paperwork, and administrative work that takes time away from the children they’re trained to help.

Village is building the modern healthcare system for specialty pediatric care for children, providers, and the families who love them. We help families find and coordinate developmental, behavioral, and therapy care, while giving providers the infrastructure to grow and run their practices. It takes a village, and we’re building one.

The Opportunity

Events help Village build relationships with pediatric providers and families. From industry conferences to gatherings we host ourselves, each event is an opportunity to introduce Village, strengthen our community, and help more people find support.

We’re looking for someone who can turn event plans into thoughtful, well-run experiences. You’ll bring organization, creativity, and follow-through to a growing calendar of conferences and community events to help Village show up consistently while making every detail count.

About the Role

As our part-time Events Coordinator, you’ll own the execution of Village’s conference roadmap and coordinate Village-hosted events for pediatric provider and family communities. You’ll work closely with the Head of Marketing to manage planning, promotion, vendors, materials, and logistics from kickoff through follow-up.

This is a hands-on role with real ownership. You’ll keep timelines moving, make sure materials arrive where they need to be, and help create welcoming experiences for attendees. You should be just as comfortable coordinating a print deadline or shipping a booth as you are welcoming guests and solving a last-minute problem.

What You’ll Own

Conference Planning and Execution

• Execute against Village’s conference roadmap, managing deadlines, registrations, exhibitor requirements, and event checklists.

• Coordinate with conference organizers, vendors, and Village teammates so everyone knows what needs to happen and when.

• Manage booth preparation, setup and breakdown plans, and shipping logistics.

• Track event expenses against approved budgets and flag changes early.

Village-Hosted Events

• Own marketing planning and hosting logistics for Village events serving pediatric providers and families.

• Coordinate venues, vendors, invitations, registration, reminders, and event schedules.

• Manage on-site details and welcome attendees, creating an organized and thoughtful experience.

• Coordinate post-event communications and follow-up with the Head of Marketing.

Marketing Materials, Booths, and Swag

• Drive the creation and production of event marketing materials, coordinating copy, design, approvals, printing, and delivery.

• Oversee production and shipping of conference booth materials, including signage, displays, and collateral.

• Own Village swag from sourcing and vendor coordination through production, inventory, packing, and distribution.

• Maintain an organized inventory of reusable event supplies and materials, with enough lead time for replenishment.

Event Data and Reporting

• Help Head of Marketing set up registration and contact capture processes.

• Organize event data and prepare accurate records for follow-up.

• Track expenses, participation, and results, and contribute to post-event recaps.

• Document lessons learned and improve checklists and processes for future events.

Who You Are

• Organized and dependable. You can manage overlapping deadlines and keep the small details from falling through the cracks.

• Resourceful and proactive. You anticipate what’s needed, solve problems, and know when to bring in help.

• Warm and community-minded. You enjoy bringing people together and making providers, families, and partners feel welcome.

• Clear in your communication. You keep vendors and teammates informed and follow up until the work is complete.

• Thoughtful about execution. You care about how an event looks, feels, and runs, from the first invitation to the final shipment.

What We’re Looking For

• 2–3 years of professional experience in events, trade marketing, experiential marketing, or a closely related role.

• Hands-on experience coordinating conferences, events, or branded activations.

• Experience managing vendors, production timelines, materials, and shipping logistics.

• Strong organizational skills and comfort using project management tools.

• Ability to work independently and manage priorities within a part-time schedule.

• Based in the Los Angeles area and available for in-person event prep and hosting.

Especially Helpful

• Experience with healthcare, pediatric providers, or family communities.

• Experience working at an early-stage startup or on a small marketing team.

• Familiarity with event registration platforms, CRMs, and basic marketing reporting.

• Experience sourcing branded merchandise or managing booth inventory.

Location

This role is part-time and based in Los Angeles, with in-person responsibilities for event preparation, materials coordination, and hosting. Scheduling will be coordinated around the event calendar, including occasional evening or weekend events.

Why Join Now

You’ll help shape how Village brings its community together. Your work will make it easier for providers and families to connect with Village, while building the event systems and processes we’ll use as we grow. If you enjoy making plans happen and creating experiences where people feel welcome, we’d love to meet you.

Part-time role | 5-10 hours per week | $60-80 per hour