Program Event Coordinator

One Mind – Job Description Original Date: July 2025 Revised Date: – Position Title: Program Events Coordinator Reports To: CFAO Position Description One Mind, a leading mental health nonprofit at the forefront of research, innovation, and implementation, is seeking a Program Events Coordinator to join our team. This is a dynamic opportunity for a highly organized and proactive individual who is excited to help bring our mission to life through high-impact events. To ensure consistency, efficiency, and alignment across the organization, all event operations and logistics—spanning both program and fundraising events—are overseen by the Finance & Administration Department, led by the Chief Financial and Administrative Officer (CFAO). The Program Events Coordinator will play a key role in this approach, working directly with Program Leads to help bring the vision for their events to life. This role is both autonomous and collaborative: the coordinator will independently manage event logistics from conception through execution, while partnering closely with the CFAO to ensure every event reflects One Mind’s high standards of quality, professionalism, and mission alignment. The CFAO will also serve as a mentor and resource, offering strategic guidance and support as needed. While the primary responsibility of this position is leading program events, the coordinator will also support fundraising events where needed, as all event operations flow through Finance & Administration. In addition, the role includes select executive assistant responsibilities, such as providing administrative support to the CFAO, assisting with scheduling, preparing meeting materials, and contributing to special projects. This blend of responsibilities ensures that our events consistently elevate One Mind’s mission while strengthening organizational operations. Key Responsibilities Partner with program leads to bring their event visions to life by translating ideas into actionable plans and executing logistics with excellence. Serve as the primary point of contact for program event operations, ensuring seamless coordination across staff, vendors, and stakeholders. Work closely with the CFAO to confirm that all events meet organizational standards for quality, professionalism, and mission alignment. Lead event coordination on the following events: Annual One Mind Accelerator Opening and Closing Weeks. Annual One Mind at Work Global Forum Conference. Annual One Mind at Work Legal Vertical Summit. One Mind at Work Western PA Regional Coalition Summit. Annual One Mind Rising Star Award Leadership Academy. Annual One Mind Scientific Summit & Scientists’ Dinner Support the planning and execution of fundraising events (e.g., Music Festival) as part of the Finance & Administration team, ensuring consistency and operational efficiency across all events. Manage end-to-end event logistics, including budgeting input, venue and vendor management, lodging and travel coordination, catering, A/V, speaker coordination, and onsite execution. Develop and maintain an event calendar in collaboration with program leads and the CFAO, ensuring advance planning and clear communication. Oversee event staffing models and coordinate with volunteers or temporary staff as needed. Manage event-related data entry and reporting in systems such as HubSpot, Neon, or similar platforms. Establish and follow standard operating procedures for event planning in partnership with the CFAO to ensure a consistent, high-quality experience for attendees. Collaborate with cross-functional colleagues to build strong communication and alignment across One Mind. CFAO Administrative Support Provide administrative support to the CFAO, including scheduling, preparing meeting materials, board meeting logistics (as needed), and assisting with correspondence. Support special projects led by the CFAO that fall within the scope of the Finance & Administration department (estimated at