HR Event Specialist

The HR Event Specialist at JetBrains in Berlin is responsible for conceptualizing and organizing internal company events, both local and global, in various formats (in-person, virtual, hybrid). This includes celebrations, well-being initiatives, and sports competitions. The role involves end-to-end event management, from brainstorming and communication to budgeting, vendor negotiation, and post-event evaluation. The specialist will also support other internal teams and contribute to HR Events team projects.

Must Have

• Conceptualize and organize global and local company events for employees.
• Support organization of office events (streaming parties, breakfast meetups, onboarding).
• Help organize team events and team-building activities.
• Develop all event communication and content.
• Assist event participants before, during, and after.
• Collaborate continuously with internal departments.
• Cooperate and negotiate with external partners and service providers.
• Handle event budgeting and invoicing.
• Conduct post-event evaluation, documentation, and analysis.
• Organize and distribute employee gifts and branded items.
• Draft, publish, and distribute event-related materials and guidelines.
• Contribute to internal HR Events team projects.
• Support other departments in their functions.
• Introduce and use new event platforms and tools.
• Handle assigned relevant duties.

Good to Have

• Relevant vocational training or studies (event management, tourism, hotel management, communication, marketing, office management, HR).
• Experience working in an IT company.
• An understanding of the local event sector.

The HR Events team is part of the People team. It is responsible for organizing internal events both locally at our office and company-wide. These events come in three formats: in-person, virtual, and hybrid. Our employee events include celebrations, well-being initiatives, and sports competitions. Additionally, we assist various internal teams with their events, from small gatherings of five people to large departmental conferences. We also engage in a variety of other internal projects.

We’re now seeking an Event Specialist to join our team!

As part of our team, you will:

• Conceptualize and organize global and local company events for employees, such as birthday celebrations, Health Days, Summer Events, Winter Celebrations, sports events, and more in three formats: in-person, virtual, and hybrid.
• Support the organization of other office events like streaming parties, breakfast meetups, or onboarding events for newcomers.
• Help organize team events, such as team gatherings or team-building activities, participating throughout the process from brainstorming to implementation.
• Develop all communication and content for events.
• Assist event participants before, during, and after events.
• Continuously collaborate with internal departments, including Design, Branded Merchandise, Procurement, Office Management, Accounting, Legal, and others.
• Cooperate and negotiate with partners and external service providers, including preparatory price negotiations.
• Handle budgeting and invoicing for events in consultation with the project lead.
• Conduct post-event evaluation and documentation (calculating total costs and collecting feedback) and provide event analysis and feedback to the relevant internal customer.
• Help organize and distribute gifts and branded items to employees.
• Draft, publish, and distribute event-related materials and guidelines.
• Contribute to the internal projects of the HR Events team (such as maintaining and adding to the internal knowledge base and checklists, as well as establishing workflows for cooperation with other teams).
• Support other departments in their functions.
• Introduce and use new event platforms and tools.
• Handle whatever relevant duties may be assigned to you.

We will be happy to have you on our team if you have:

• Relevant professional experience.
• Fluency in English and proficiency in German.
• An approachable and empathetic personality.
• Organizational skills and attention to detail.
• Strong communication and interpersonal skills.
• Strong writing skills.
• Negotiation skills.
• The ability to work under pressure, and handle multiple tasks
• An analytical and structured way of working.

We will be especially thrilled if you have:

• Relevant vocational training or studies, such as in the field of event management, tourism, hotel management, communication, marketing, office management, HR, or similar.
• Experience working in an IT company.
• An understanding of the local event sector.