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Corporate Event Organizer

2 months ago

Alameda, California, United States Penumbra Full time


Are you a proactive and detail-oriented individual with a passion for orchestrating successful events? If you excel in dynamic settings and possess exceptional problem-solving skills, we invite you to explore an exciting role with us. We are looking for a motivated Event Management Specialist to become a vital part of our team.

In this position, you will be instrumental in the planning, organization, and execution of a diverse array of events, ranging from industry exhibitions and conferences to corporate gatherings.

Your expertise in overseeing logistics, managing budgets, and effectively communicating with stakeholders will be essential to ensuring the seamless execution of each event.

Key Responsibilities

  • Assist in coordinating logistics for conferences and external events, including exhibitions, client gatherings, and other off-site activities.
  • Maintain and communicate timelines and priorities for various projects and events.
  • Support the management of on-site logistics, including equipment, catering needs, and venue bookings as required.
  • Help develop project timelines, plans, and concepts that encompass all facets of event production.
  • Prepare event briefing documents (e.g., workplans, post-event evaluations, communications for clients and management).
  • Schedule regular planning discussions with event sponsors under the guidance of leadership.
  • Assist in the design, content creation, and messaging for all event materials while ensuring alignment with brand standards.
  • Facilitate the event planning process through both internal and external communications.
  • Maintain and update the conference database regularly.
  • Support the collection of marketing materials.
  • Provide assistance for workshops and regional conferences.
  • Travel to large-scale conferences to offer operational support from setup to execution.
  • Manage inventory of booth supplies and ensure the upkeep of promotional materials.
  • Oversee the processing of event leads and distribute them to the marketing and sales teams.
  • Manage expenses associated with each event.
  • Conduct site visits as necessary.
  • Provide administrative support to the broader marketing team as required.
  • Adhere to the Company's Quality Management System (QMS) and comply with relevant quality regulations and standards.
  • Understand and uphold security, privacy, and compliance principles applicable to the Company.
  • Ensure adherence to QMS, regulations, standards, and procedures by all department members.
  • Perform additional work-related duties as assigned.
Qualifications

  • Bachelor's degree in a relevant field with a minimum of 1 year of experience in event planning, or an equivalent combination of education and experience.
  • Prior experience in trade shows is highly desirable.
  • Ability to thrive in a fast-paced environment with shifting priorities while maintaining a strong focus on execution and outcomes.
  • Excellent interpersonal and collaboration skills, with the ability to communicate effectively at all organizational levels.
  • Strong written and verbal communication skills, including proficiency in presentation delivery.
  • Exceptional organizational and planning capabilities.
  • Detail-oriented with strong follow-up, budgeting, and time management skills.
  • Able to manage multiple complex projects simultaneously under pressure to meet tight deadlines.
  • Proficient in Microsoft Office Suite, particularly Excel.
Working Environment

General office and warehouse settings. Willingness to work on-site is required. Business travel may be necessary. Potential exposure to various workplace conditions. The role may involve lifting and moving items up to 25 pounds.

Must be able to remain stationary and utilize a computer or standard office equipment for extended periods. Must be capable of reading, preparing emails, and producing documents and spreadsheets. Must be able to navigate the office environment and access supplies as needed. Effective communication and accurate information exchange with colleagues at all levels is essential on a daily basis.


Annual Base Salary Range:
$66,560 - $80,000

We offer a competitive compensation package along with a benefits and equity program, where applicable.

Individual total compensation will vary based on qualifications, skill level, competencies, and work location.