Event Coordinator - Apex Systems

Position: Event Coordinator

Location: Hybrid in Redwood City, CA

Duration: 10 month contract

Pay Range: $40.00 - $45.00/hr

Responsibilities

-Event Coordination

• Assist with scheduling weekly and bi-weekly planning meetings across various teams for Organization-wide events
• Support the design, ordering, and management of meeting-related swag items
• Track, manage, and organize meeting-related supplies and swag inventory
• Coordinate event logistics, including setup and breakdown with help from other Facilities members

-Event Production

• Foster relationships with various vendors, vendor negotiations, and event contracts
• Act as onsite POC to coordinate and oversee vendor load-in, set-up, and strike
• Partner with Workplace, Security, and other internal partners to ensure all stakeholders are well-informed of onsite logistics
• Create printed collateral for various events such as signage, posters, and handouts
• Budget tracking, ensuring events are within budget
• Create, print, and manage attendee badges
• Coordinate and execute printing and print-related tasks for convenings
• Assist with the creation of Runs of Show and Presentation Decks

-Event Execution

• Front-of-house support during in-person meetings
• Point person for Registration Desk staffing during in-person meetings
• Represent the team, point of contact for questions from meeting participants and external vendors
• Assist with back-end support during virtual or hybrid meetings, such as preparing breakout rooms, polls, sharing presentations, spotlighting speakers on Zoom
• Track and gather results from each event and incorporate key learning in event recaps to develop successful future events

Desired Skilled & Experience:

• Have an enthusiastic and effective presence with the ability to be flexible with change while remaining calm, thinking quickly on your feet when issues arise
• 2+ years of experience in coordinating and supporting high-profile, multi-day, in-person events of various scope
• Comprehension of the principles and best practices of event coordination and operations logistics
• Ability to work both independently and as part of a team
• Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines
• Strong interpersonal, communication, time management, and customer service skills. Must be organized, detail-oriented, and solution-focused
• Ability to interact and communicate effectively with individuals at all levels of the organization as well as with external partners, vendors, and service providers
• Familiarity with Zoom and Google Suite (especially Forms)
• Experience with Jira, Asana, and Salesforce is a plus.
• Ability to lift and carry up to 50 pounds