Event Planning Coordinator

SPJA; Corona (CA); On-site; USD 45,000 - 70,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Flexible Spending Accounts

401(k) plan with employer matching

12 Holidays

Paid Time Off

Job summary

SPJA seeks an Event Planning Coordinator to coordinate SPJA events, including Anime Expo, with strong vendor relationships and budget controls. You will manage contracts, draft layouts, and supervise staff across venues, collaborating with sponsors and partners to deliver successful programs.

Qualifications include a 2+ year track record in event planning, a hospitality-focused degree, and comfort with Excel and budgeting processes. This role may involve travel to conventions as needed.

Qualifications

• 2+ years event planning experience.
• Bachelor’s degree in hospitality management or related field.
• CaPM certification is desirable but not required.
• Familiarity with SketchUp and CAD software.
• Strong budgeting, forecasting, and finance understanding.

Responsibilities

• Handle day-to-day administration and coordination of SPJA events, including Anime Expo.
• Own all aspects of event planning from vendor relationships to contracts.
• Draft event layouts in line with venue guidelines and regulations.
• Book venues, schedule guests, and manage contract lifecycle.
• Develop original content and frame new ideas for senior management approval.
• Serve as main contact for third-party vendors, industry partners and sponsors.

Skills

2+ years event planning experience

Vendor management

Contract administration

Volunteer recruitment

Budget management

Customer service mindset

Education

Bachelor's degree in hospitality management or related field

Tools

SketchUp

CAD

Job description

Sharing a common love of anime and Japanese culture!

SPJA is a 501(c)3 non-profit organization dedicated to celebrating and uplifting the unique and deep culture that surrounds Japanese animation. Our roots originated from Cal Animage Alpha, an anime club at UC Berkeley, which co-sponsored the first Anime Expo in 1992, along with its predecessor Anime Con in 1991.

Since then, SPJA has grown exponentially in its endeavors, with Anime Expo becoming the largest anime convention in North America, as well as establishing B2B conference Project Anime, and partnering with World Cosplay Summit to organize its US preliminary. With each unique event we produce, our purpose never strays – we aim to promote, celebrate, and educate the public about Japanese animation, manga, video games, and traditional culture.

What we are looking for:

Event Planning Coordinator

Purpose of this role:

The ideal Event Planning Coordinator is a team player who liaises with internal and external key stakeholders during the event planning process to execute key deliverables and ensure projects adhere to scope, schedule, and budget.

Education/Experience

Bachelor’s degree in hospitality management or related field or 2+ year’s event planning experience.

Essential Functions:

• Handle the day-to-day administration and coordination of several SPJA events, including our main flagship event, Anime Expo which draws over 100,000 attendees every year.
• Own every aspect of event planning - including vendor relationships, contract administration, volunteer recruitment and issues resolution.
• Draft event and room layout in accordance to venue guidelines and regulations.
• Book venues, schedule guests, and manage the full cycle of contract management.
• Participate in the development of original content for our events. Frame up new ideas for approval of senior management.
• Serves as point of contact for all day-to-day communication with third party vendors, industry partners and sponsors.
• Helps create operational budgets.
• Keeps budgets and timelines under control.
• Identifies different staffing solutions for events. Provides onboarding training for respective departments.
• Other duties as assigned by management from time to time.

Knowledge, Skills and Abilities Desired:

• Minimum 2 years event planning experience
• Professional certification such as CaPM is desirable but not required .
• Familiarity with SketchUp and/or CAD
• Ability to remain calm under pressure and maintain a customer-service mindset.
• Understanding of financials, budget, forecast, variance, and related reports.
• Excellent computer skills, including Microsoft Office and online software programs.
• Advanced knowledge of Excel.
• No commitments to other conventions.
• Must be able to perform required tasks and manage staff at conventions away from SPJA office.
• Respect for anime, Japanese culture and its lifestyle, and familiarity with fandom communities is a plus.

Physical Demands & Work Environment:

• The duties of this position are normally performed indoors in a business/office setting. The noise level in the work environment is usually moderate to loud during events and minimal during non-event times.
• During the convention, this individual must have the ability to stand/walk for up to four hours at a time as there is constant walking required during the convention.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Ability to lift and handle packages up to 30 lbs. in weight.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and requirements of the position.

• Medical, Dental, Vision and Life Insurance
• Flexible Spending Accounts – Health and Dependent Care
• 401(k) plan with employer matching
• 12 Holidays
• Paid Time Off