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 AI LA democratizing AI using a human-centered approach. It was founded in 2016, and is headquartered in Los Angeles, California, USA, with a workforce of 2-10 employees. Its website is