Event Coordinator

Program Coordinator – Events & Guest Experience

Location: Cupertino, CA

Duration: July – December 2026 (Potential Extension)

Pay Rate: $51/hour

Schedule: Average of 30 hours per week. During active event periods, hours may increase to 40–50 hours per week, including evenings and weekends as needed.

About the Role

We are seeking a highly organized and people-focused Program Coordinator to support a world-class Events and Guest Experience team. This individual will play a critical role in coordinating event staffing, managing schedules, supporting team communications, and ensuring seamless event execution across large-scale events, activations, and conferences.

This role is ideal for someone who thrives in fast-paced environments, enjoys balancing logistics with people management, and has a passion for delivering exceptional experiences.

Responsibilities

• Develop and maintain support staff schedules, role assignments, and event-day staffing plans.
• Coordinate logistics for events, including check-in, transportation, lodging, and food and beverage arrangements.
• Serve as the primary point of contact for support staff communications, onboarding, and scheduling updates.
• Partner with leadership to create and deliver training materials and pre-event briefings.
• Maintain staff databases, including contact information, availability, certifications, and event history.
• Track and report timecards to ensure accurate and timely submissions.
• Provide administrative support, including calendar management, documentation, and communications.
• Collaborate with cross-functional teams to align on event requirements and staffing needs.
• Support the creation of onboarding experiences and engagement initiatives that foster team culture and morale.
• Assist with maintaining event support platforms and internal websites.

Qualifications

• 4+ years of experience in event coordination, hospitality, staffing coordination, program administration, or a related field.
• Experience managing schedules and staffing for teams of varying sizes, including large-scale events.
• Strong organizational and project coordination skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with scheduling tools, spreadsheets, and workforce management systems.
• Experience developing and facilitating training programs is preferred.
• Ability to manage multiple priorities and adapt quickly in a fast-paced environment.
• Comfortable working flexible hours, including weekends, early mornings, and evenings during event periods.

Preferred Experience

• Background in event operations, hospitality, guest experience, or corporate event management.
• Experience supporting high-profile events and cross-functional teams.
• Familiarity with payroll systems, workforce planning, and labor compliance is a plus.