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 <20% of role).
• Maintain a high degree of discretion and professionalism when handling sensitive information.

Attendance at Recurring Events

The Program Events Coordinator will attend and support the following recurring events as part of One Mind’s team:

Program Events (Primary Focus):

• Annual One Mind Accelerator Opening and Closing Weeks (Menlo Park, CA)
• Annual One Mind at Work Global Forum Conference (Napa, CA)
• Annual One Mind at Work Legal Vertical Summit (rotating locations)
• One Mind at Work Western PA Regional Coalition Summit (Pittsburgh, PA)
• Annual One Mind Rising Star Award Leadership Academy.
• Annual One Mind Scientific Summit & Scientists’ Dinner

Fundraising Events (Support as Needed):

• Annual One Mind Music Festival (including RSA Leadership Academy, Scientists’ Dinner, and Science & Innovation Symposium; Napa, CA)
• Q1 Fundraising event - typically in NYC - assist as needed.

Organizational Meetings:

• Annual One Mind meetings (rotating locations, in person)

Qualifications

• 2- or 4-year degree in management, hospitality, administration, operations, or another related field (preferred).
• 3–5 years of experience as lead event manager/operator.
• 1–3 years of project-based budget management.
• CRM, project management, and event management software experience (Neon, HubSpot, Notion, or other).
• Strong proficiency in Microsoft Office, Google Drive/G-Suite, PC-based computers.
• Demonstrable record of accomplishment in event/project management.
• Must have a valid driver’s license, ability to operate a vehicle during day and night, ability to lift 25 lbs, and ability to work extended hours during events.

Experience in lieu of education will be considered.

Compensation

• $75,000 – $85,000 annual salary, DOE
• Bonus eligible, DOE

Benefits

• Unlimited PTO
• Paid sick leave
• Parental leave
• Health, dental, and vision insurance
• 401(k) with matching contribution
• 10 paid holidays

Location

This is a remote position, but candidates must reside in the San Francisco or North Bay, CA area. Travel is required for this position, with up to 12 consecutive days on-site for event management. Primary travel locations include Napa, Menlo Park, San Francisco, and New York City. This role may involve up to 40% travel.

Opportunity/Inflection Point

The Program Events Coordinator is a crucial position for One Mind. With a strong legacy in coalition and community building, our events bring people with diverse experiences and perspectives on mental health together and are designed to help propel the field forward. This role will be essential to creating new opportunities for our networks to grow and expand, and to increase visibility and awareness of who we are and what we do. Individuals with an openness to innovation and co-creation, as well as demonstrated discipline and structure in previous roles, are encouraged to apply.

To Apply

• Cover letter
• Resume

Job Type: Full-time

Pay: $75,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Experience:

• Events management: 3 years (Required)
• Budgeting: 1 year (Required)
• event software: 2 years (Preferred)

Willingness to travel:

• 50% (Preferred)

Work Location: Hybrid remote in Rutherford, CA 94573