Event Coordinator

2 months ago

Fremont, California, United States Penumbra Full time
About the Role

We are seeking a highly skilled and experienced Event Planner to join our team at Penumbra. As an Event Planner, you will be responsible for the design and production of company events, working independently to understand client requests, research, schedule, project, and resource manage the end-to-end planning to Penumbra standards.

Key Responsibilities
  • Conduct initial research and subsequent logistics for events, including team building activities, happy hours, dinners, supplier visits, and other on-site meetings or off-site events.
  • Point person for department management of on-site logistics, including equipment, catering requirements, restaurant and conference room bookings as needed.
  • Create, communicate, and maintain project timelines with priorities and plans/concepts covering all aspects of event production.
  • Make cost-effective decisions within the budget allocated or forecasted.
  • Attend and project manage the events, taking a proactive approach with decision-making authority and discretion while maintaining a focus on creating a positive attendee experience.
  • Responsible for original design and contingency planning for potential scenarios that could impact the integrity of the event.
  • Maintain a working knowledge of the complex needs of a wide variety of events.
  • Prepare event briefing materials, work plans, post-event debriefs, communications to clients and management.
  • Schedule regular planning and update calls with event stakeholders to strategize and align on engagement expectations as well as cost projections with collaboration on event decisions.
  • Drive the event planning process via internal and external communications.
  • Visit potential venues and complete comprehensive site inspections and surveys to share with stakeholders and provide recommendations.
  • Establish and maintain relationships with vendors and venues, continue to grow network of preferred partners.
  • Manage and document expenses for each event along with building out an itemized report to send to stakeholders.
  • Lead post-event debrief meetings, evaluate potential areas for enhancement, and make recommendations for events and functions on continual improvements for the Admin Support Teams.
  • File and retain all supporting documents for each event, including menus, contracts, invoices, etc.
  • Provide support to the Facilities and Operations team as needed.
Requirements
  • Bachelor's degree in a related field with 3+ years of event planning and coordination experience, or equivalent combination of education and demonstrated experience.
  • Event and Meeting Professional Certificate or Certification preferred.
  • Experience planning large-scale events for 2000+.
  • Experience planning team building events for large and small groups.
  • Knowledge of contracts and experience in negotiation.
  • Strong oral, written, and interpersonal communication skills.
  • High degree of accuracy and attention to detail.
  • Proficiency with MS Word, Excel, and PowerPoint.
  • Excellent organizational skills with ability to prioritize assignments while handling various projects simultaneously.
Working Conditions

General office environment. Willingness and ability to work on site. May have business travel from 10%-25%. Requires some lifting and moving of up to 40 pounds. Must be able to move between buildings and floors. Must be able to remain stationary and use a computer or other standard office equipment, such as a printer or copy machine, for an extensive period of time each day. Must be able to read, prepare emails, and produce documents and spreadsheets. Must be able to move within the office and access file cabinets or supplies, as needed. Must be able to communicate and exchange accurate information with employees at all levels on a daily basis.

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