Projects and Events Coordinator

Mosaic Human Capital Solutions; San Antonio (TX); On-site; USD 52,000 - 76,000; Full time

Job summary

Mosaic Human Capital Solutions is seeking an Executive Projects and Events Coordinator to partner with executive leadership, coordinate cross-functional initiatives, and plan events from concept to completion.

The role demands strong judgment, discretion, flexibility, and ownership in a fast-moving environment, with responsibilities spanning planning, communications, meetings, budgets, and stakeholder engagement.

Qualifications

• Three or more years of experience in project coordination, operations, event planning, or related roles.

Responsibilities

• Partner with executive leadership to organize priorities and ensure commitments are tracked.
• Coordinate cross-functional projects with work plans, timelines, and trackers.
• Prepare agendas, briefing materials, and meeting notes; monitor follow-through.
• Draft communications, reports, and updates on behalf of leadership.
• Plan and execute meetings, workshops, and events from concept through post-event follow-up.
• Manage event logistics including venues, vendors, registrations, and run-of-show documents.
• Track budgets, coordinate contracts and invoices, and ensure alignment with plans.
• Serve as a dependable contact for staff, vendors, and stakeholders.
• Support executive scheduling and protect time for key priorities.
• Create repeatable systems, templates, and checklists to improve organization and execution.

Skills

Project coordination

Event planning

Communication

Vendor management

Budget tracking

Cross-functional collaboration

Microsoft Office

Google Workspace

Education

Bachelor’s degree

Tools

Microsoft Office

Google Workspace

Project management tools

Job description

Position Summary

The Executive Projects and Events Coordinator acts as a key operational partner to executive leadership and helps keep high-priority work moving across the organization. The position coordinates projects, manages details, supports communication and follow-up, and plans events from concept through completion. Success requires sound judgment, discretion, flexibility, and the confidence to take ownership in a fast-moving environment.

Key Responsibilities

• Partner closely with executive leadership to organize priorities, anticipate needs, and ensure important commitments and action items do not fall through the cracks.
• Coordinate cross-functional projects by building work plans, maintaining timelines and trackers, scheduling milestones, identifying dependencies, and following up with owners.
• Prepare meeting agendas, briefing materials, presentations, notes, decisions, and action-item summaries; monitor follow-through after meetings.
• Draft and coordinate professional communications, reports, correspondence, talking points, and internal updates on behalf of leadership.
• Plan and execute meetings, workshops, community events, partner gatherings, and special programs from initial concept through post-event follow-up.
• Manage event logistics including timelines, venues, vendors, speakers, sponsors, registration, attendee communications, materials, food and beverage, technology, staffing, and run‑of‑show documents.
• Track event and project budgets, coordinate contracts and invoices, and help ensure expenses and deliverables remain aligned with approved plans.
• Serve as a dependable point of contact for staff, board or committee members, vendors, partners, and community stakeholders when assigned.
• Support executive scheduling and meeting coordination when needed, including resolving conflicts, preparing leaders, and protecting time for key priorities.
• Create repeatable systems, templates, and checklists that improve organization, communication, and execution.

Qualifications

• Three or more years of experience in project coordination, operations, event planning, executive support, program coordination, or a related role.
• Demonstrated ability to manage several projects and deadlines at once while maintaining accuracy, composure, and attention to detail.
• Strong written and verbal communication skills, including the ability to prepare polished emails, reports, presentations, and meeting materials.
• Proven event‑planning experience, including vendor coordination, budgets, registration, logistics, and day‑of execution.
• High level of discretion, professionalism, emotional intelligence, and sound judgment when handling sensitive information or leadership matters.
• A proactive working style with strong follow‑through and the ability to recognize what needs to happen next.
• Comfort working across teams and interacting professionally with senior leaders, community partners, vendors, and the public.
• Proficiency with Microsoft Office or Google Workspace; experience with project‑management, event‑registration, or customer relationship management tools is a plus.
• Bachelor’s degree in a related field preferred; equivalent relevant experience will be considered.

What Success Looks Like

• Executive leadership has better visibility into priorities, deadlines, decisions, and next steps.
• Projects move forward with clear ownership, timely communication, and consistent follow‑through.
• Events are organized, welcoming, on budget, and executed smoothly from the attendee’s perspective.
• Staff and partners view this person as responsive, dependable, professional, and easy to work with.

Mosaic Human Capital Solutions is an equal‑opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, veteran status, or any other legally protected status.

Applicants must be authorized to work in the United States. Employment offers are contingent upon successfully completing background checks and any applicable pre‑employment requirements.