Events Coordinator

By the Bay Health, a non‑profit founded in 1975, has set the standard for hospice care in the U.S. by putting patients at the center of medical decision‑making. Its home‑based services span skilled home health care, palliative care, adult hospice care, and pediatric care, addressing practical, social, emotional, and spiritual needs to maximize quality of life for patients, caregivers, and families.

The Event Coordinator reports to the Senior Director of Development and plays a central role in ensuring BTBH’s events are warm, well‑organized, and thoughtfully executed. The Coordinator plans, manages, and executes events for BTBH and its affiliates in Sonoma (Larkspur), San Francisco, Mission Hospice (San Mateo), and Hope Hospice (Pleasanton).

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

Schedule:

Monday–Friday, 8:30 a.m.–5:00 p.m.; 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 per hour.

By the Bay Health follows all California Department of Public Health vaccine requirements for healthcare personnel.

• 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.
• Oversee the planning, production, logistics, and promotion of events.
• Co‑ordinate timelines, venues, vendors, guest lists, materials, and day‑of support.
• Manage onsite support staff and volunteers.

• 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.

• Work with trusted vendors (caterers, florists, AV, venues) to ensure smooth execution and high‑quality experiences; expand our vendor roster to enhance flexibility.
• Support and coordinate volunteers and staff assisting with events, providing clear direction and a welcoming presence.

• 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.

• 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.

• 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.

• 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  organization is committed to diversity, equity, and 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.