Event Project Coordinator – Touring and Major Events

Overview

Event Project Coordinator – Touring and Major Events Jobs in Los Angeles, CA at Alem International Management

Title: Event Project Coordinator – Touring and Major Events

Company: Alem International Management

Location: Los Angeles, CA

Alem International Management Inc (“Alem”) is seeking an experienced Event Project Coordinator to support the planning, coordination, and delivery of the Los Angeles 2028 (LA28) Olympic and Paralympic Torch Relays. This is a hands-on coordination role supporting a complex, fast-moving project across both the planning and operational phases of the Torch Relays.

Alem is an event management company based in Colorado, experienced in working with various Olympic Games and Torch Relays since Atlanta 1996. Alem is the production agency contracted to supply planning and operational services for the LA28 Torch Relays. The individual selected will be employed by Alem and provide services on Alem's behalf.

The role sits at the center of the Relay production team, responsible for maintaining project information, tracking deliverables and timelines, coordinating meetings and travel logistics, and ensuring the smooth flow of information across internal teams and external stakeholders.

Key responsibilities include coordinating schedules and meetings, preparing reports and updates, managing documentation and project tracking tools, and supporting travel and logistics arrangements for project staff, site visits, and event-related activities.

The successful candidate will be highly organized, detail-oriented, and comfortable working in a fast-moving environment with multiple concurrent priorities and tight deadlines. The role requires strong attention to detail, excellent follow-through, and the ability to manage both structured project coordination and hands-on operational support.

Key Responsibilities

Project Coordination

• Coordinate project schedules, milestones, deliverables, and action items across multiple functional workstreams.
• Monitor project timelines and follow up on outstanding actions to support delivery against agreed deadlines.
• Maintain project tracking tools, schedules, and documentation to ensure information is accurate and up to date.
• Coordinate cross-functional meetings, prepare agendas, record outcomes, and track completion of action items.
• Prepare project reports, briefing notes, presentations, and status updates for the Relay Production team.
• Support the coordination and distribution of project information across internal teams and external stakeholders.
• Track participation documentation from Relay host cities, ensuring records are accurate and current.
• Follow up with participating cities to obtain outstanding information and ensure required documentation is submitted within agreed timelines.
• Maintain records of city submissions, status updates, and outstanding items.
• Consolidate information received from participating cities into summaries and reports to support planning and operational readiness.
• As the project progresses, support the collection and tracking of operational requirements and event-related information from participating cities.

Team and Operational Support

• Coordinate calendars, meetings, and daily administrative activities for the Relay Production team.
• Organize meeting logistics including venues, virtual platforms, catering, and equipment.
• Support onboarding of new team members including documentation and system setup.
• Assist with operational coordination during the Relay, including daily meetings and reporting support.
• Provide general administrative and coordination support to the Relay Production team as required.
• Perform other duties consistent with the coordination requirements of the role.

Travel and Logistics

• Coordinate domestic and international travel, accommodation and ground transportation for project staff and site visits.
• Support travel arrangements for guests, dignitaries and officials as required.
• Assist with logistics planning for meetings, workshops, and planning visits.
• Ensure travel and logistics information is accurately documented and communicated to relevant stakeholders.

Qualifications & Experience

Essential

• Must have the right to work in the United States.
• Must hold a valid state-issued U.S. driver’s license.
• 3–5 years of experience in project coordination, event management, tourism, hospitality, marketing, or a related fast-paced project environment.
• Experience coordinating multiple tasks, schedules, and stakeholders in a deadline-driven environment.
• Strong organizational and time management skills with excellent attention to detail.
• Experience preparing reports, updating documentation, and coordinating meeting activities.
• Strong written and verbal communication skills.
• Advanced Microsoft Office skills (Word, Excel, PowerPoint, Outlook, Teams).
• Professional approach with strong discretion and confidentiality.
• Willingness and ability to travel extensively during the project lifecycle.

Desirable

• Experience supporting large-scale events, touring events, or multi-site projects.
• Familiarity with coordination tools (e.g., Smartsheet, Slack, Microsoft Teams).

Personal Attributes

• Highly organized with strong attention to detail.
• Proactive and reliable, with strong follow-through.
• Calm and effective in a fast-paced environment.
• Strong interpersonal skills and collaborative approach.
• Flexible and willing to support wherever needed.
• Professional, approachable and team oriented.

Personal Compensation and Additional Information

• The annual base salary range for this position is $70,500 – $78,000. Alem offers a competitive compensation and benefits package, including paid time off, paid holidays, and health benefit support.
• All compensation is subject to final determination based on individual candidate qualifications, experience, or other reasonable criteria consistent with operational business needs and applicable law. Business travel is reimbursed in accordance with company policy.
• The position is based in Los Angeles and requires a day-to-day presence in the Relay office in downtown Los Angeles.
• The position is a short-term employment contract with a defined end date in August/September 2028
• Please note this is an evolving position and responsibilities will shift over time.
• Alem is committed to fair and unbiased recruitment procedures allowing all applicants an equal opportunity for employment, free from discrimination on the basis of religion, race, sex, age, sexual orientation, disability, color, ethnic or national origin, or any other classification as may be protected by applicable law.