Events Coordinator

By The Bay Health, a non-profit established in 1975, set the standard for hospice in the U.S. by emphasizing the role of the patient in making important medical decisions. Our spectrum of home-based services now includes Skilled Home Health Care, Palliative Care, Adult Hospice Care and Pediatric Care. Our team approach strives to address practical, social, emotional and spiritual aspects of care, with the goal to maximize quality of life for our patients, caregivers and families.

This full-time position offers competitive pay, generous benefits and a supportive work environment.

The Event Coordinator, reporting to the Senior Director of Development plays a central role in ensuring BTBH’s events are warm, well-organized, and thoughtfully executed. The Event Coordinator is responsible for planning, managing, and executing events for BTBH and affiliates; By the Bay Health located in Sonoma, Larkspur and San Francisco, Mission Hospice located in San Mateo and Hope Hospice located in Pleasanton.

This position is ideal for someone who takes pride in details, enjoys collaborating behind the scenes, and values creating calm, welcoming experiences for donors, volunteers, staff, and community members. The role supports a range of events, to small donor gatherings and remembrance ceremonies to larger signature celebrations, working closely with colleagues across Development, Marketing, and Clinical teams.

Schedule:

Monday - Friday; 8:30am - 5:00pm, some evenings and weekends required

Location:

Based in Larkspur with additional support to Pleasanton, San Mateo and San Francisco

Pay Range:
$34.00 - $42.30 hourly

By the Bay Health follows all CDPH vaccine requirements for healthcare personnel.

Essential Duties & Responsibilities include (but are not limited to):

Event Coordination & Execution

• Support signature events such as the BTBH Annual Gala, Hope Hospice Annual Crab Feed, Hike 4 Hope, Hope 100, Mission Hospice Celebration, and Donor Brunches, as well as smaller donor, volunteer, and staff-focused gatherings.

• Overseeing the planning, production, logistics, and promotion of the event.

• Coordinating timelines, venues, vendors, guest lists, materials, and day-of support

• Manage onsite support staff and volunteers.

Organization, Systems & Follow-Through

• Maintain accurate records in the CRM (Salesforce), including RSVPs, sponsor details, and post-event notes

• Track budgets, invoices, and contracts in coordination with Development leadership

• Assist with post-event reporting, acknowledgments, and follow-up communications

Vendor & Volunteer Support

• Work with trusted vendors (caterers, florists, AV, venues) to ensure smooth execution and high-quality experiences. Expand the agency’s existing roster of vendors to promote more flexibility and range in our event offerings.

• Support and coordinate volunteers and staff assisting with events, providing clear direction and a welcoming presence.

Collaboration & Communication

• Partner closely with Development, Marketing, and Clinical teams to ensure events align with organizational values and messaging

• Interact professionally and discreetly with donors, board members, and community partners

• Provide consistent communication and follow-through to ensure all parties feel informed and supported

Education/Experience:

• 5-7+ years of experience coordinating events in a nonprofit, healthcare, or professional setting

• Strong organizational skills and the ability to manage multiple details and deadlines

• Comfort working with databases, spreadsheets, and basic project management tools

• Clear, courteous communication style and a calm, solutions-oriented approach

What We Value in This Role

• Reliability, thoughtfulness, and pride in doing things well

• Respect for confidentiality and sensitivity in healthcare settings

• A collaborative spirit and willingness to support colleagues as needed

• Appreciation for meaningful work over high-pressure fundraising environments

Why Work at By the Bay Health

• Join a mission-driven organization with deep roots in the Bay Area

• Contribute to events that honor patients, families, donors, volunteers, and staff

• Work in a collegial, respectful environment that values experience and professionalism

• Competitive compensation and benefits within a stable nonprofit organization

By the Bay Health is proud to serve our community as an equal employment opportunity employer. Everyone is valued and welcome at BTBH. Our organization is committed to diversity, equity and continues to build a culture of inclusion by recruiting, screening, hiring and retaining any qualified individual without regard to age, race, color, ethnicity, religion, gender, gender identity or expression, sexual orientation, disability, marital status, registered domestic partner status, citizenship, physical or mental disability, legally protected medical condition, family care status, military care status, veteran status or any other consideration made unlawful by Federal, state, or local laws.