People and Community Business Office Coordinator

Jobtailor; Walnut Creek (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

Jobtailor in Walnut Creek, CA is seeking a proactive Project Coordinator to support the People & Community division through event planning, town halls, and hybrid meetings. You will coordinate logistics, manage attendee engagement, and produce materials for board and division activities.

The role requires on-site presence in Walnut Creek 25-30% and travel as needed, with strong MS 365 and PowerPoint skills to support senior leaders and maintain data integrity.

Qualifications

• Associate’s degree in related area or an equivalent combination of education and experience.
• 2+ years of experience in project coordination, event and meeting planning, event technology, hospitality, or related.
• Proficient with virtual meeting platforms, including Teams Meeting.
• Proficient with M365 including Teams, Outlook, Excel and Word.
• Strong PowerPoint skills.
• Experience supporting senior leaders and managing complex meeting logistics preferred.
• Experience producing virtual and hybrid events preferred.
• Strong organizational skills and attention to detail.
• Ability to balance several projects simultaneously.
• Ability to work independently and as a motivated team player.
• Willingness to travel as needed; onsite Walnut Creek 25-30%.
• Must be authorized to work indefinitely in the United States; no visa sponsorship.

Responsibilities

• Provide project, meeting and event planning support for People & Community division programs.
• Coordinate town halls, quarterly business reviews, on-sites, function-specific events and meetings.
• Provide logistical and day-of-event on-site coordination for division events and virtual meetings.
• Support attendee engagement tools and facilitate engagement activities.
• Produce virtual events using screen sharing, music, spotlight and breakout features.
• Host digital engagement activities and assist attendees with technical issues.
• Support division meetings through communications, invitations, emails and surveys.
• Finalize agendas, gather materials, and create PowerPoint decks for meetings and board materials.
• Manage division event data, transportation plans and dietary restrictions; maintain data integrity.
• Support department inboxes and route communications.
• Manage division intranet/SharePoint sites and distribution lists.
• Perform administrative tasks such as invoicing and purchase requests.
• Assist with ad hoc projects and act as backup to the executive assistant.
• Coordinate with IT, Building Services, Administrative Assistants and speakers.
• Shape company culture through activities such as employee resource groups and volunteering.

Skills

Project coordination

Event planning

Virtual meeting platforms

MS 365 proficiency

PowerPoint skills

Communication skills

Attention to detail

Independent + team player

Travel readiness

Adaptability

Education

Associate’s degree

Tools

SharePoint

Microsoft Teams

Outlook

Excel

Word

PowerPoint

M365

Virtual Engagement Tools

Job description

• Provide project, meeting and event planning support for People & Community division programs
• Coordinate town halls, quarterly business reviews, on-sites, function-specific events and non-ELT AAA Federation meetings
• Provide logistical and day-of-event on-site coordination for division-level events and virtual meetings
• Support attendee engagement tools and facilitate engagement activities
• Produce virtual events using screen sharing, music, spotlight and breakout features
• Host digital engagement activities, facilitate connections and assist attendees with technical issues
• Support division meetings through communications, invitations, emails and surveys
• Finalize agendas, gather digital and physical materials, and create PowerPoint decks for meetings and People & Community board materials
• Manage division event data, including transportation plans and dietary restrictions, while maintaining data integrity and security
• Support department inboxes and respond to or route communications
• Manage division intranet/SharePoint sites and distribution lists
• Perform administrative tasks such as invoicing and purchase requests
• Assist with ad hoc projects
• Act as backup to the executive assistant for the division
• Coordinate with IT, Building Services, Administrative Assistants and speakers
• Actively shape company culture through activities such as employee resource groups and volunteering

Requirements

• Associate’s degree in related area or an equivalent combination of relevant education and experience
• 2+ years of experience in project coordination, event and meeting planning, event technology, hospitality, or related experience
• Proficient with virtual meeting platforms, including Teams Meeting
• Proficient with M365, including Teams, Outlook, Excel and Word
• Strong PowerPoint skills
• Experience supporting senior leaders and managing complex meeting logistics preferred
• Experience producing virtual and hybrid events preferred
• Strong organizational skills and attention to detail
• Ability to balance several projects simultaneously
• Ability to work independently and as a motivated team player
• Ability to react to change seamlessly and pivot while remaining focused on program goals and objectives
• Critical thinking, curiosity and opportunity-focused approach to test-and-learn environments
• Strong customer service and hosting skills
• Strong communication skills, including grammar, spelling, and punctuation
• Ability to design, prepare, review and edit written communications
• Ability to exercise sound judgment and maintain confidentiality when handling sensitive information
• Required to be on site in the Walnut Creek, California office 25-30% of the time
• Must be within reasonable commuting distance of the Walnut Creek office
• Willingness to travel as needed for divisional/team meetings and other in-person meetings
• Must have authorization to work indefinitely in the United States
• CSAA does not provide visa sponsorship; applicants must not require current or future immigration support

Core Competencies

Demonstrates expertise in project coordination and event planning, with proficiency in virtual meeting platforms and M365 tools. Strong organizational and communication skills are essential for managing logistics and supporting senior leaders effectively.

Highest-signal resume keywords

• Project Coordination
• Event Planning
• Virtual Meeting Platforms
• M365 Proficiency
• Strong Organizational Skills

ATS Optimization Keywords

Hard Skills

• Event Technology
• PowerPoint Skills
• Excel Proficiency
• Outlook Proficiency
• Teams Meeting Proficiency

Soft Skills

• Strong Communication Skills
• Customer Service Skills
• Attention to Detail
• Critical Thinking
• Ability to Work Independently

Certifications & Qualifications

• Associate’s Degree

Industry Keywords

• Meeting Logistics
• Hybrid Events
• Employee Resource Groups
• Confidentiality
• Data Integrity

Tools & Technologies

• SharePoint
• Virtual Engagement Tools
• Digital Communication Tools