Program Coordinator

AI LA is a nonprofit organization dedicated to making AI education and opportunities accessible to everyone. The Programs Coordinator will manage day-to-day operations, including event execution and community engagement, while supporting the Head of Programs with logistics and marketing efforts.

Responsibilities

• Maintain the master 12-month event calendar, ensuring all dates, venues, and status updates are accurate in Notion
• Handle the "nitty-gritty" of event setup: creating Luma pages, tracking RSVPs, and managing attendee check-in lists
• Serve as the on-site point of contact for smaller meetups—managing the run-of-show, greeting speakers, and ensuring the "vibe" is welcoming and inclusive
• Assist in developing proposals for potential sponsorships and managing partnership programs and events
• Build and refine templates, event checklists, workflows, and contingency plans
• Use Canva templates to create polished social media assets, email headers, and event flyers for social media, newsletters and our Luma events
• Execute the bi-weekly newsletter to our 30k community; this includes gathering assets and info from potential partners and working with internal stakeholders to gather content to finalize production
• Schedule and post event-related content across social media channels (LinkedIn, X, Instagram) based on the marketing calendar
• Keep the community Slack active by posting event reminders and responding to member inquiries
• Act as the primary admin for the Ambassador program—sending onboarding materials, managing Slack permissions, and tracking event proposals
• Help schedule and check in volunteers for large-scale events (Summits, Symposiums)
• Ensure Ambassadors have the brand assets and "playbooks" they need to represent AI LA successfully
• Act as the secondary point of contact for venues, sponsors, and community partners
• Help recruit, schedule, and motivate 20+ annual volunteers; implement recognition programs to retain top contributors
• Keep the "tech stack" (Notion, Luma, Google Drive) organized and up-to-date
• Help gather data for post-event recaps (e.g., final attendee counts and basic survey feedback)
• Assist with basic expense tracking and vendor invoice processing

Skills

• 1–3 years of experience in event coordination, marketing, or community management
• Canva Proficiency: Ability to quickly edit templates and export high-quality graphics
• Organized Mindset: You find joy in a clean Notion board and an up-to-date calendar
• Poised Presence: Comfortable being a 'face' of the brand at events and talking to community members
• Adaptable: A 'yes, and...' attitude—willing to jump in and help where needed
• Reliable: Access to a car/transportation for on-site event support across Los Angeles
• Familiarity with AI/tech ecosystems or community building
• Experience in a nonprofit or community organization — particularly managing volunteers, ambassadors, or chapter programs
• Comfort with sponsor deliverable tracking and basic grant reporting
• Basic short-form video editing for social (Reels, TikTok-style content) is a plus but not required
• Fluency in some modern ops/marketing tools (Notion, Tally, Make/Relay, Luma, basic scripting)

Company Overview