Part Time Events Admin

Ultimate Staffing; Sacramento (CA); On-site; USD 25,000 - 36,000; Part time

Job summary

A nonprofit organization in Sacramento is looking for a temporary Event Coordinator to manage logistics, sponsorships, and data administration for various events. The role requires excellent organizational and communication skills, as well as proficiency in Microsoft Office. The position involves regular interactions with sponsors and attendees. If you are detail-oriented and adaptable, apply today to join a mission-driven team that impacts thousands of lives annually.

Qualifications

• Previous experience in administrative support or event planning.
• Strong organizational skills to manage multiple projects.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office (Word, Excel, Outlook); experience with Canva or CRM/database systems is a plus.
• Detail-oriented with a strong emphasis on accuracy in data entry and record keeping.
• A professional, customer-service-oriented demeanor when interacting with vendors, sponsors, and attendees.
• Reliable, adaptable, and enthusiastic team player willing to assist with varying tasks.

Responsibilities

• Assist with planning and executing events including setup and teardown.
• Manage attendee data and perform database maintenance.
• Serve as the first contact for calls and coordinate calendars.
• Maintain event inventory, including managing beverages and performing quality checks.
• Sponsorship & Content Management: ensure sponsor assets are accurately maintained and updated on event platforms.
• Data & Systems Administration: manage attendee data across databases and event platforms.
• Administrative & Communication Support: serve as the first point of contact for incoming calls, coordinate calendars, draft correspondence.
• Vendor & Financial Coordination: follow-up on outstanding payments and coordinate with vendors.

Skills

Event planning

Organizational skills

Written communication

Verbal communication

Microsoft Office

Customer service orientation

Team player

Tools

Microsoft Word

Microsoft Excel

Canva

CRM/database systems

Job description

Overview

We are a dynamic nonprofit organization dedicated to empowering individuals and businesses in the construction and built-environment industries. Supporting nearly 25,000 people annually, our work includes workforce and educational programming, business networking events, safety training, advocacy initiatives, and more. With a mission‑driven team of over 25 staff members, we manage activities across multiple states with offices in various U.S. regions.

Essential Job Responsibilities

• Event Coordination & Logistics
  • Assist with planning and execution of events, including preparation, on‑site setup, and post‑event teardown (must be able to lift and move up to 40 lbs).
  • Organize and prepare event materials such as agendas, programs, nametags, and signage.
  • Support logistics for Council and Chapter meetings.
  • Maintain event inventory, including managing beverages and performing quality checks.
• Sponsorship & Content Management
  • Ensure sponsor assets are accurately maintained and updated on event platforms.
  • Manage sponsor logos/digital assets to ensure proper representation for events.
  • Assist with sponsorship tracking, benefit fulfillment, and invoicing coordination.
• Data & Systems Administration
  • Manage and update attendee data across databases and event platforms.
  • Perform general data entry, list generation, and database management.
  • Maintain accurate and organized records to support event operations.
• Administrative & Communication Support
  • Serve as the first point of contact for incoming calls, including communicating with sponsors and event attendees when needed (flexibility may be required for early morning or evening events).
  • Coordinate calendars and schedule appointments, including sending invitations.
  • Draft and send professional correspondence and thank‑you communications.
  • Perform routine office errands and assist with daily administrative tasks.
• Vendor & Financial Coordination
  • Conduct follow‑up regarding outstanding payments.
  • Communicate with vendors to confirm services, timelines, and event‑related needs.

Desired Skills/Qualifications

• Previous experience in administrative support, event planning, or a related field.
• Strong organizational skills and the ability to manage multiple projects and deadlines.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Word, Excel, Outlook); experience with Canva or CRM/database systems is a plus.
• Detail‑oriented with a strong emphasis on accuracy in data entry and record keeping.
• A professional, customer‑service‑oriented demeanor when interacting with vendors, sponsors, and attendees.
• Reliable, adaptable, and enthusiastic team player willing to assist with varying tasks.

Job Details

• Position Type: Temporary (24 hours per week)
• Compensation: Competitive, based on experience
• Location: Sacramento, California (with occasional flexibility for early morning or evening events)

This is a great opportunity to work with a mission‑driven organization that impacts thousands of lives annually through workforce development, training, and professional networking initiatives! If you're detail‑oriented, adaptable, and skilled in event administration, we encourage you to apply today.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.