Event Planner

1 week ago

Redwood City, United States Apex Systems Full time

POSITION: Event Planner

LOCATION: Hybrid in Redwood City CA

DURATION: 10 month contract

PAY RANGE: $40.00 - $50.00/hr based on experience


The Event Planner will work closely with other Event Planners, and members of the broader team to support the planning, production and execution of multiple events.


This includes scheduling planning meetings, coordinating event logistics, ordering and shipping of swag and meeting supplies, preparing meeting materials, staffing registration desks, representing the team, and more. Support broader organizational goals, including weekly meetings with the Facilities team to assess priorities and manage projects, and supporting other high-priority projects as needed.


Responsibilities:

Event Planning / 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
  • Owning event logistics, including setup and breakdown, catering menus, security and AV support

Event Production

  • Foster relationships with various vendors, vendor negotiations and event contracts
  • Act as onsite POC to plan 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
  • Organize 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 Skills & Experience:

  • Have an enthusiastic and effective presence with the ability to be flexible with change while remaining calm, thinking quick on your feet when issues arise
  • 4+ years of experience in planning and supporting high-profile, multi-day, in-person events of various scope
  • Comprehension of the principles and best practices of event planning 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, Microsoft Office Suite and Google Suite
  • Experience with Jira, AirTable and Salesforce is a plus.

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