Event Volunteer & Participant Coordinator

POSITION SUMMARY:

Under the direction of the Sr. Events Manager, the Event Volunteer & Participant Coordinator will recruit, organize, schedule, train and manage volunteers for Best in Drag Show and AIDS Walk Los Angeles. They will be responsible for all correspondence with volunteers before the event, will assign duties and manage volunteers on the day of the event. They will also assist as needed with event logistics, entertainment sourcing, in-kind sponsorships and other duties as needed. Additionally, they will work with the Director of Development to assist teams and walkers in AIDS Walk Los Angeles fundraising and other needs.

This is a temporary position with varying hours running from July 28 – October 31, 2025.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Conduct outreach and recruit individual volunteers and groups of volunteers via email, phone, etc.
• Develop schedule of volunteer assignments for Best in Drag Show and AIDS Walk Los Angeles
• Assign volunteers to roles, communicate required information, timelines, schedules, responsibilities, etc.
• Conduct Zoom training meetings with volunteers as needed
• Act as day of event contact for all volunteers
• Manage day of event assignments and trouble shoot challenges
• With Director of Development, actively manage Community Teams, Kids Who Care and Star Walkers to promote/assist their fundraising and participation and any other additional needs.

OTHER DUTIES MAY BE ASSIGNED TO MEET BUSINESS NEEDS.

REQUIREMENTS:

Training and Experience:

• 3 years working with events and volunteers, especially in nonprofit fundraising events

• Must be able to handle the occasionally heavy time demands and importance of deadlines in working with events, and the complexities of working with volunteers
• Highly accurate attention to detail
• Knowledge of modern office systems, including MS Word and Excel, Google Sheets and Zoom

• Experience managing an administrative workflow process
• Personal database of potential volunteers and contacts

Ability to:

• Work flexible hours as dictated by event needs, including occasional weekends and evenings (October 5 and October 11-12, 2025 required)
• Travel to local events as needed
• Interact cooperatively with professionals from a wide variety of fields
• Communicate effectively in both oral and written forms
• Organize activities to meet frequent deadlines
• Operate standard office equipment and understand administrative workflow procedures

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is primarily an office position that requires only occasional bending, reaching, stooping, lifting and moving of office materials weighing 25 pounds or less. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper.

SPECIAL REQUIREMENTS:

Must possess a valid California driver’s license; proof of auto liability insurance; and have the use of a personal vehicle for work related purposes.

COVID vaccination is required and APLA Health will consider accommodations for medical- and religious-based reasons.

Equal Opportunity Employer: minority/female/transgender/disability/veteran.