Project Coordinator

Project Coordinator (Meetings and Events Planner)

Location: Fremont, CA Contract: 3+ Month

Meetings and Events Planner Job Summary The Meetings and Events Planner is responsible for the planning, coordination, and execution of corporate meetings, conferences, executive events, employee engagement activities, training sessions, and special events. This role serves as the primary point of contact for event logistics, vendor management, budgeting, and stakeholder communication to ensure successful and seamless event experiences that support organizational objectives.

Event Planning and Management

• Plan, coordinate, and execute a wide range of corporate meetings, conferences, town halls, training sessions, employee appreciation events, and special programs.
• Manage event timelines, project plans, and deliverables to ensure all milestones are completed on schedule.
• Coordinate onsite, virtual, and hybrid events across multiple locations.
• Develop event agendas, schedules, registration processes, and attendee communications.
• Ensure events align with company standards, branding, and business objectives.

Budget and Financial Management

• Develop and manage event budgets, ensuring cost-effective use of resources.
• Track expenses and reconcile event costs.
• Process vendor payments.
• Negotiate pricing and service agreements with vendors to maximize value and stay within budget.

Venue and Vendor Coordination

• Identify and secure meeting venues, conference facilities, and event spaces.
• Coordinate catering, audiovisual services, transportation, lodging, entertainment, and other event-related services.
• Manage relationships with vendors, suppliers, and service providers.
• Review and negotiate contracts while ensuring compliance with company procurement policies.

Logistics and Operations

• Oversee all event logistics, including room setups, seating arrangements, signage, registration, and attendee support.
• Coordinate technology requirements such as audio/visual equipment, live streaming, and virtual meeting platforms.
• Develop contingency plans and resolve issues quickly during events.
• Conduct site visits and post-event evaluations.

Communications and Stakeholder Management

• Serve as the primary liaison between event sponsors, executives, attendees, vendors, and internal teams.
• Communicate event details, expectations, and updates to stakeholders.
• Create promotional materials, invitations, surveys, and event-related communications.
• Support executive meetings and leadership events with a high level of professionalism and confidentiality.

Reporting and Continuous Improvement

• Collect and analyze event feedback and participation metrics.
• Prepare post-event reports and recommendations for future improvements.
• Track event attendance, engagement, budgets, and overall program effectiveness.
• Identify opportunities to enhance the attendee experience and improve event processes.

Skills: Core Skill Competencies

• Event Planning & Execution
• Project Management
• Budget Administration
• Vendor Negotiation
• Customer Service
• Problem Solving
• Communication & Collaboration
• Time Management
• Strategic Planning
• Attention to Detail

Education: Qualifications

• Bachelor's degree or equivalent in Event Management, Hospitality, Business Administration, or Communications.
• 3+ years of experience planning corporate meetings and events.
• Strong project management, organizational, and multitasking skills.
• Excellent communication and relationship-building abilities.
• Experience managing budgets, contracts, and vendor relationships.
• Proficiency with Microsoft Office, virtual meeting platforms, event management tools, and registration systems.

Top 3 Skills:

• Organizer
• Customer Service
• Background in Meetings and Events

Pay Transparency: The expected pay range for this position is $38.00$40.00 per hour. Final compensation will be determined based on experience, skills, and qualifications. Non-exempt employees are eligible for overtime. Full-time employees are eligible to select from different benefits packages. Packages may include medical, 401(k) without employer match. Paid Sick leave is provided based on state or local laws.