Program Coordinator

Type: Part-time Contract (~20 hrs/wk)

Compensation: $3,000-3,500/month

Location: Los Angeles, CA - hybrid; frequent in-person presence in Venice & greater LA likely

Reports to: Head of Programs

AI LA is a 501(c)(3) nonprofit on a mission to make AI education and opportunity accessible to everyone. We are LA’s most active AI community with over 30,000 members and 100 public programs each year, from intimate salons to multi-day conferences. We unite researchers, builders, creatives, and business leaders to explore and deploy responsible AI. We're in an exciting period of growth, with a bold new vision for what an AI nonprofit can be in Los Angeles and beyond.

The Programs Coordinator is the "engine" of AI LA’s day-to-day operations. You are responsible for the seamless execution of our events and the consistent pulse of our digital community. This role is perfect for a highly organized, detail-oriented "doer" who loves tech and thrives in a fast-paced, community-driven environment. You’ll support the Head of Programs by handling the logistics and marketing coordination that keeps our 30,000 members engaged and informed.

Program & Partnerships Coordination

• ​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.

Marketing & Design Coordination

• Use Canva templates to create polished social media assets, email headers, and event flyers for social media, newsletters and our Luma eventst
• ​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.

Ambassador Program Coordination

• ​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.

Ambassador & Volunteer Management

• 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.

Systems & Reporting

• 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.

Must-Have Qualifications

• 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).

• Timely execution of assigned tasks and deliverables.
• Clear and proactive communication with the Head of Program, event leads, partners and volunteers.
• Execution of ambassador program revamp with new policies and workflows.
• Smooth execution of all program events.
• Development of end-to-end event playbooks and workflows

Potential KPIs: Volunteer retention rate, Ambassador activation rate, social media growth

• Impact at Scale – Shape LA’s most active AI community and influence responsible tech adoption.
• Creative Freedom – Pitch, prototype, and launch novel event formats with an agile team.
• Professional Network – Collaborate with top researchers, founders, and investors.
• Mission-Driven Culture – Work with passionate volunteers and staff committed to community, learning, and innovation.

AI LA is an equal-opportunity organization committed to building a diverse, inclusive community.