Events Project Coordinator - Newport Beach, CA

 

* National Apartment Association's Top Employer of 2023 - 2024 - 2025*

 

The Olympus Property Difference

Compassion plays a part in everything we do, in every interaction, at every level. Kind acts for our residents. Respect for our employees. Courtesy for our partners.

We pride ourselves on being #OlympusProud, and to us, culture is everything. Each of our team members contributes to continued success and is dedicated to ensuring we surpass every expectation so that we can commit to providing opportunities for growth, rewards, and recognition.

With the success and steady growth of our organization, we are excited to introduce an Events Project Coordinator role to the Olympus Property portfolio!

• Must reside in or near Newport Beach, California, or be willing to relocate

The Events Project Coordinator plays a critical role in bringing the company’s culture, values, and employee experience to life through thoughtfully planned and flawlessly executed events. Reporting to the VP of Organizational Development and Culture, this position is responsible for managing the full lifecycle of corporate events, meetings, and programs—ranging from concept to post-event evaluation.

This role requires exceptional communication, a high level of professionalism, and the ability to support and respond to particular and visionary internal and external stakeholders. The Events Project Coordinator must balance creativity with precision, ensuring every event experience aligns with organizational culture while adhering strictly to budget parameters, timelines, and expectations.

 Your Purpose & General Responsibilities:

Embody the Olympus Property Core Values:

• • Customer Care 
  • Teamwork
  • Trust
  • Family
  • Fun

Culture-Driven Event Planning & Logistics

• Partner closely with the VP of OD/Culture to translate organizational values and culture into engaging, high-quality event experiences.
• Develop detailed event plans, project timelines, and run-of-show documents for in-person, virtual, and hybrid events.
• Anticipate attendee needs and proactively plan for contingencies to ensure a seamless and elevated experience.

Extensive Communication & Stakeholder Management

• Serve as a primary point of contact for event-related communication, ensuring clear, timely, and accurate information flow.
• Manage frequent updates, confirmations, and changes while maintaining professionalism with high-expectation clientele.
• Coordinate invitations, RSVPs, attendee communications, agendas, and materials with exceptional attention to detail.

Budget Oversight & Financial Accountability

• Assist in developing and managing detailed event budgets.
• Research, source, negotiate, and manage vendors with a focus on value and cost control.
• Track expenses, reconcile invoices, and provide regular budget updates.

Execution & Problem-Solving

• Oversee event setup, day-of execution, and teardown.
• Troubleshoot issues calmly to maintain a polished experience.

Reporting, Evaluation & Administrative Support

• • Collect and analyze post-event feedback and metrics.
  • Prepare reports and maintain organized event files and documentation.

Qualifications &  Essential Needs:

• Proven experience in event planning, coordination or project management.
• Strong communication, organizational, and budgeting skills.
• Ability to thrive in fast-paced, high-expectation environments.
• A detail-oriented, service-driven professional who excels at managing complex events, communicating clearly, and delivering culture-driven experiences while adhering to budgets and timelines.

Benefits & Perks:

• Medical, Dental, & Vision Coverage
• Educational Assistance & Tuition Reimbursement*
• Pet Insurance
• 401(k) with Employer Matching*
• Short-term & Long-term Disability
• Critical Illness & Accidental Injury Coverage
• Life & AD&D Insurance
• Paid-Time Off Program
• Apartment Rental Allowance
• Sabbatical
• Budget Camp & Leadership Conferences
• Team Building & Annual Events
• Fun “Culture Days”!

What’s AWESOME about Olympus?

Well - ask o