Event Coordinator, Employee & Workplace Experience

Onward Search is a specialized staffing and talent solutions company that helps professionals find top jobs with the nation’s leading brands. We’re looking to hire a Event Coordinator, Employee & Workplace Experience for a Fintech client.

This is a 6+ month contract opportunity. The role is located in San Jose, CA and hybrid flexible needed for events in-office.

Job Requirements:

• Demonstrated experience in event planning, logistics coordination, or employee engagement.
• Proven ability to manage intricate logistics with meticulous attention to detail.
• Strong problem-solving capabilities and adaptability to fast-paced, dynamic environments.
• Excellent communication skills, with an emphasis on clarity and stakeholder engagement.
• Willingness to work flexible hours, including evenings for event dinners, early mornings for setup, and other event-related requirements.

Key Responsibilities:

As the Event Coordinator for Employee & Workplace Experience, you’ll play a vital role in the success of our offsite programs and related events. You’ll be responsible for ensuring seamless logistics for events held both in-office and at external venues, with a focus on dinners, activities, and transportation coordination.

What You’ll Be Doing

Design and Execute Memorable Experiences:

• Research and recommend dinner and activity options for offsite events, ensuring alignment with goals and attendee preferences.
• Collaborate with stakeholders to approve and finalize arrangements.
• Provide on-site support as needed during events.

Elevate Event Impact:

• Plan and coordinate dinners and activities that enhance the overall attendee experience with thoughtful, memorable touches.

Vendor Management:

• Oversee vendor contracts, negotiate terms, and ensure timely payment processing.

Logistics Coordination:

• Manage conference room assignments, A/V setup, and other session-specific requirements.
• Organize shuttle schedules and coordinate with external transportation vendors.

On-the-Ground Support:

• Troubleshoot issues in real time and provide hands-on support during events, including evening activities and meals.

Streamline Communication:

• Send travel invitations, manage RSVPs, and maintain clear communication with attendees.

Develop Scalable Processes:

• Create and maintain templates and documentation to streamline planning and ensure repeatable success for future events.

Perks & Benefits: 

• Medical, Dental, and Vision Insurance
• Life Insurance
• 401k Program
• Commuter Benefit
• eLearning
• Education Reimbursement
• Ongoing Training & Development

To qualify for our benefits package, you must work over 30 hours per week and the length of assignment must be a minimum of 10 weeks.

To learn more about this Event Coordinator, Employee & Workplace Experience opportunity, apply now. Our recruitment team will be in touch, guide you through the interview process, and advocate on your behalf.

Employer Details:

• Onward Search is an equal opportunity employer, dedicated to a policy of non-discrimination in an employment with regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, veteran status or any other classification protected by federal, state and local laws and ordinances. Candidates must be at least 18 years old to be considered for employment. EOE/M/F/D/V/SO.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
• Onward Search is unable to support 1099 / Corp-to-Corp or Independent Contractor arrangements at this time. All freelancers will be paid as W2 employees.
• Onward Search offers medical, dental, vision benefits, as well as a 401k program, for all eligible full time temporary assignments.
• Onward Search is a drug-free workplace.
• Onward Search is a nationwide staffing agency and talent solutions provider specializing in creative, marketing and technology. Our clients are continuously turning to us to fill their open positions. Therefore, there is no application deadline for this position, as we are seeking candidates for this type of role across all our clients on an ongoing basis.