Conference Planning Jobs in California (NOW HIRING)

Part-Time Marketing & Events Coordinator

California Neurology Society
Two Annual Conferences | Primarily Remote | Part-Time Hourly Position

The California Neurology Society (CNS) seeks a highly responsive, personable, and exceptionally organized Marketing & Events Coordinator to help plan and deliver our two annual conferences.

This is a people-facing, conference-centered role for someone who enjoys building relationships, anticipating needs, and turning many moving parts into well-run events. Speakers, exhibitors, venues, and CNS physician leaders must be able to rely on this coordinator for timely communication and follow-through.

CNS is a nonprofit professional medical society dedicated to advancing neurologic care, continuing education, professional collaboration, and advocacy throughout California.

Position Details

• Part-time hourly position
• Workload varies throughout each conference cycle, with increased hours before, during, and immediately after CNS’s two annual conferences
• Starting pay: $25 per hour, with opportunity for increased compensation based on performance and expanded responsibilities
• Most planning and communication are conducted remotely
• Onsite attendance and event support are required at both annual conferences
• Anticipated start date: ~ September 15, 2026

What You Will Do

Conference Planning and Follow-Through

• Maintain a detailed conference timeline, task tracker, and follow-up list; meet deadlines and identify delays or obstacles early.
• Respond promptly to time-sensitive requests and keep assignments moving toward completion.
• Attend planning meetings and keep the designated CNS manager and Program Committee Chair informed of progress, outstanding decisions, and next steps.

Marketing and Outreach

• Coordinate direct marketing to neurologists throughout California and, when appropriate, nationally.
• Maintain accurate contact lists for neurologists, state neurology societies, and other conference partners.
• Promote CNS conferences through timely, consistent outreach while maintaining CNS branding and messaging.
• Work with the Online Logistics Specialist to coordinate promotional emails and provide accurate, final content for online publication.

Exhibitor Relationships

• Conduct timely outreach to prospective exhibitors and maintain accurate exhibitor contact and participation records.
• Serve as a primary contact for prospective and registered exhibitors, providing clear information about registration, shipping, setup, venue logistics, and conference schedules.
• Facilitate communication between exhibitors and CNS leadership, troubleshoot concerns, and encourage continued participation in future conferences.

Venue and Hotel Coordination

• Research potential venues based on CNS meeting-space, lodging, accessibility, audiovisual, and hospitality needs.
• Request and organize venue proposals, prepare comparison charts, and track decision, contract, deposit, and planning deadlines.
• Coordinate meeting rooms, sleeping-room blocks, meals, menus, activities, audiovisual arrangements, registration information, and specific guest needs with the selected venue.
• Confirm that essential hotel and conference arrangements are in place before arrival.

Speakers, Program, and CME Support

• Coordinate with the Program Committee Chair regarding speaker invitations, schedules, presentation titles, biographies, travel, and accommodations.
• Maintain accurate speaker information and follow up promptly on missing materials.
• Support the CME Compliance Officer with speaker communications, required documentation, disclosures, and accreditation deadlines.
• Maintain the approved conference agenda, communicate changes promptly, and provide final agendas, biographies, schedules, and logistical details to the Online Logistics Specialist for website posting.

Onsite Conference Support

• Assist with attendee registration, badges, speaker check-in, exhibitor setup, and exhibition logistics.
• Serve as an accessible onsite contact for speakers, exhibitors, attendees, and venue personnel.
• Assist moderators with speaker schedules and session timekeeping.
• Respond calmly and effectively to unexpected onsite needs.

Post-Conference Follow-Up

• Collect and organize attendee, speaker, and exhibitor feedback and prepare a concise summary for the Program and Membership Committees.
• Track recommended improvements and update contact lists, planning documents, and procedures for the next conference.
• Report hours monthly and maintain clear records of completed and outstanding work.

Role Coordination

The Marketing & Events Coordinator leads the interpersonal, venue, speaker, exhibitor, and onsite aspects of each conference. The Online Logistics Specialist manages digital publishing, online registration systems, mass emails, websites, and related online operations. The two positions work closely together through clearly assigned responsibilities and shared timelines.

What We Are Looking For

• At least three years of professional experience in event planning, conference coordination, marketing, hospitality, healthcare, or professional-association work.
• Proficiency in event and email marketing, contact-list management, digital document management, and secure file storage.
• Exceptional organization, responsiveness, and follow-through, including the ability to maintain timelines, meet deadlines, and close the loop on assignments.
• Strong interpersonal and written communication skills.
• Confidence communicating with physicians, speakers, exhibitors, venue representatives, professional members, and outside contractors.
• Ability to manage several projects and conference deadlines simultaneously.
• Strong spreadsheet skills for contact lists, task tracking, venue comparisons, schedules, and conference records.
• Familiarity with Facebook, Instagram, and LinkedIn.
• Ability to create or edit polished digital and print marketing materials.
• Strong problem-solving skills, attention to detail, and composure during live events.
• Ability to work independently while keeping the appropriate CNS leaders informed.
• Willingness to learn, adapt, cross-train, and remain flexible as CNS needs evolve.
• Availability to attend and support both annual CNS conferences.

Software Competencies

Experience with several of the following is preferred; familiarity with every platform is not required:

• Membership, event, CRM, and email management: Association Sphere or a comparable platform
• Email marketing: Constant Contact, Mailchimp, or similar software
• Google Workspace: Drive, Docs, Sheets, shared calendars, and shared-file management
• Microsoft Office: Word, Excel, and PowerPoint
• Design: Canva, Photoshop, InDesign, or similar software
• Online meetings and hybrid events: Zoom or comparable platforms
• Social media: Facebook, Instagram, and LinkedIn

Valuable Additional Experience

• Hotel, venue, catering, audiovisual, speaker, exhibitor, and CME coordination
• Wix, Google Sites, Blue Hills Sites, or other website-editing platforms
• HTML/CSS and familiarity with SEO, GEO, and AEO
• Google Analytics and Search Console
• Meta Business Suite or LinkedIn Page administration

How to Apply

• Résumé
• Brief cover letter describing your relevant event-planning and relationship-management experience
• Examples of conferences, events, marketing initiatives, or comparable projects you have coordinated
• Contact information for two professional references

Use the subject line:

Marketing & Events Coordinator Application — [Your Name]

Applications are requested by August 21, 2026, at 11:59 p.m. Pacific Time. Interviews are expected to take place August 22–30.