Events & Program Coordinator

Los Gatos Chamber; Los Gatos (CA); On-site; USD 39,000 - 44,000; Part time

Benefits offered by this job

Paid sick leave

PTO

Schedule flexibility

Job summary

The Los Gatos Chamber of Commerce is seeking an energetic, detail-oriented Events & Program Coordinator to lead planning and execution of signature events and community programs. The role reports to the CEO and collaborates with the Operations & Membership Coordinator and the Multimedia Designer.

Approximately 80% of time is dedicated to events with 20% to other program and operations support. Evening and weekend work is required, especially during peak periods around events.

Qualifications

• 3+ years of experience in large-scale event planning (200+ attendees).
• Marketing experience (digital and traditional).
• Associate or bachelor's degree in marketing, communications, business, or related field, or equivalent experience.
• Exceptional organizational abilities and clear, effective communication skills, both written and verbal.
• Proficient in MS Office, Google Workspace, Eventbrite, Constant Contact, Canva, and AI tools.

Responsibilities

• Lead the planning, production, and execution of the Chamber's signature major events (Taste of Los Gatos, Wine Walk, Magical Memories, Annual Chamber Celebration).
• Lead community events (themed strolls, Halloween PAWlooza, GOLD Thursdays).
• Plan and produce internal gatherings (Board & Staff Holiday Cocktail Party, Annual Retreat).
• Manage budgets, vendor contracts, event permits, volunteers, signage, and post-event debriefs.

Skills

Event planning

Marketing

Communication

Organizational skills

Education

Bachelor's degree or equivalent

Tools

MS Office

Google Workspace

Eventbrite

Constant Contact

Canva

AI tools

Job description

Part-time, non-exempt (hourly): 25 hours per week on average, with periodic increases up to approximately 40 hours per week during peak periods leading up to major events (approximately three to four times per year). Evening and weekend work is required, particularly during event periods. Compensation: $28– 32 per hour, depending on experience.

Overview

The Los Gatos Chamber of Commerce, a nonprofit organization consisting of 400 business and nonprofit members, serves as the Town's catalyst for business vitality and community enrichment. We advance a strong local economy and elevate Los Gatos as a premier destination through strategic initiatives and signature events, while operating Visit Los Gatos (and the Visitor & Information Center) to attract visitors, drive local commerce, and highlight what makes our town exceptional. For our members, we deliver practical value (credible promotion, useful tools, and strategic connections) grounded in focused advocacy on key issues and destination marketing that brings people downtown and into local businesses. In all we do, we act as a Catalyst for business growth, a Convener of leaders to get things done, and a Champion for a thriving community.

Position Summary

The Chamber seeks an energetic, detail-oriented, and creative Events & Program Coordinator. Reporting to the CEO, this position leads the planning and execution of the Chamber's signature events, community events including themed strolls, and internal gatherings such as Chamber Board & Staff retreats. This position involves fluctuating workloads, with periods of higher intensity leading up to and during event execution. This position collaborates closely with the CEO, the Operations & Membership Coordinator, and the Multimedia Designer to ensure seamless delivery of the Chamber's full program of work. The Chamber is a dynamic, fast-paced environment where priorities can shift quickly; success in this role requires flexibility, resourcefulness, and the ability to adapt as events evolve. Approximately 80% of time is dedicated to events and 20% to other program and operations support.

Key Responsibilities

Event Management

Lead the planning, production, and execution of the Chamber's signature major events, currently including Taste of Los Gatos, Wine Walk, Magical Memories holiday programming, and the Annual Chamber Celebration/Gala.

Lead the planning and execution of community events, including themed strolls (e.g., Valentine's Sweetheart Stroll), Halloween PAWlooza, and our GOLD Thursdays series.

Plan and produce internal gatherings such as the Board & Staff Holiday Cocktail Party and the Board & Staff Annual Retreat.

Manage logistics end-to-end: budgets, vendor contracts, event permits, volunteer recruitment and coordination, signage, and post-event debriefs.

Oversee our Perks Pass and event passports, integrating local offers and tracking engagement.

Partner with the CEO to develop and execute sponsor activations.

Serve as staff liaison to the Board Events Committee.

Manage online registration and ticketing (e.g., Eventbrite).

Procure event materials and assets, manage event rentals, and collaborate with the Operations & Membership Coordinator to order event-related office supplies.

Maintain and manage Chamber event assets, including storage room and closet organization, pre-event asset setup, and post-event office cleanup.

Provide on-site leadership from setup through teardown at signature and community events.

Collect and analyze post-event data (attendance, surveys, Eventbrite analytics, revenue) to inform and improve future event strategies.

Program & Operations Support

Assist with phones, visitor reception, and inquiries about Los Gatos and Chamber programs and events.

Assist with maintaining an appealing, organized Chamber office.

Support the planning, setup, execution, and wrap-up of Chamber member meetings, workshops, programs, and events.

Support member engagement by attending member events (e.g., networking events, ribbon-cuttings).

As needed, support weekly newsletter proofreading, the Chamber's high school internship program (including preparing event tasks), and monitoring of Town meetings relevant to Chamber events or policy.

Marketing & Communications

Develop marketing plans for signature & community events, working closely with the Multimedia Designer.

Provide event copy for the weekly newsletter, ads, and other Chamber marketing.

Supply the Multimedia Designer with event details for social media.

Support production of event signage, sponsor recognition, collateral, and branded merchandise.

Distribute event posters, flyers, and marketing materials throughout the community, and hang and remove community banners.

Qualifications

3+ years of experience in large-scale event planning (200+ attendees).

Marketing experience (digital and traditional).

Associate or bachelor's degree in marketing, communications, business, or related field, or equivalent experience.

Exceptional organizational abilities and clear, effective communication skills, both written and verbal.

Proficient in MS Office, Google Workspace, Eventbrite, Constant Contact, Canva, and AI tools.

Knowledge of Los Gatos and local culture.

Other Requirements

Valid California driver's license; lift up to 25 lbs; ability to safely use a ladder.

In-office presence Tuesday through Friday.

Paid sick leave, paid time off (PTO), and schedule flexibility.

The Los Gatos Chamber of Commerce is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected characteristic