Event Operations & Guest Experience Coordinator

Job Description

Job Description

Title: Event Operations & Guest Experience Program Coordinator (Contract)

Pay Rate: $47 - $50/hr

Location: Cupertino, CA (Onsite)

Duration: 5 - 6 month assignment

Hours: Avg. 30 - 40 hours/week + Event Support Hours

Summary :

We are seeking an Event Operations & Guest Experience Program Coordinator to support the planning, staffing, and execution of large-scale corporate events, activations, and conferences. In this role, you will serve as the operational backbone of the guest experience team, ensuring event staff are recruited, scheduled, trained, and prepared to deliver exceptional attendee experiences.

This position combines event operations, workforce coordination, program administration, and team engagement. The ideal candidate is highly organized, people-focused, and thrives in fast-paced environments where attention to detail, adaptability, and proactive communication are essential.

What You'll Do:

• Coordinate staffing schedules, role assignments, and workforce planning across events, activations, conferences, and special programs
• Support event operations by managing staffing logistics from onboarding through event execution
• Provide administrative and operational support to event leadership, including calendar management, communications, reporting, and documentation
• Develop and coordinate training materials, onboarding resources, and pre-event briefing sessions for support staff and event leads
• Facilitate team communications regarding schedules, assignments, event requirements, and operational updates
• Maintain workforce databases, including employee availability, certifications, event participation history, and contact information
• Develop and manage time-tracking processes to ensure accurate reporting and payroll support
• Coordinate event-day logistics including check-in procedures, staffing deployment, transportation, accommodations, meals, and accessibility requirements
• Manage and maintain event support platforms, websites, and communication tools used by staffing teams
• Partner with Legal, HR, Operations, Creative, Retail, Technical, and Event Production teams to support staffing and event execution needs
• Support workforce selection, onboarding, and program compliance activities in alignment with company policies and operational standards
• Build engagement initiatives that foster team morale, communication, and positive employee experiences throughout the event lifecycle
• Track staffing metrics, operational effectiveness, and program performance while identifying opportunities for continuous improvement

What You Bring:

• 4–6 years of experience in event coordination, hospitality management, staffing operations, workforce management, program coordination, or related fields
• Experience managing staffing schedules and workforce planning for small- and large-scale events
• Experience developing and delivering training, onboarding, or operational readiness programs
• Strong organizational skills with the ability to manage multiple projects and priorities simultaneously
• Excellent written, verbal, and interpersonal communication skills
• Experience working with scheduling platforms, workforce management systems, spreadsheets, and operational tracking tools
• Ability to build relationships and effectively communicate with large, diverse groups of employees and stakeholders
• Strong attention to detail and ability to execute with accuracy in deadline-driven environments
• Experience handling sensitive personnel and scheduling information with professionalism and discretion
• Flexibility to support events during evenings, weekends, early mornings, and extended event periods as needed

Bonus Points If You Have:

• Experience supporting corporate events, executive events, conferences, hospitality programs, or experiential marketing initiatives
• Familiarity with workforce planning systems and scheduling software
• Knowledge of California labor laws and workforce compliance requirements
• Experience managing event staffing teams of 50–100+ individuals
• Familiarity with HTML, website management, or event platform administration
• Experience partnering with HR, Legal, or Operations teams on staffing programs

TCWGlobal is an equal opportunity employer. We do not discriminate based on age, ethnicity, gender, nationality, religious belief, or sexual orientation.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

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