Event Programs Coordinator

Temporary full-time role based in Cupertino, CA (onsite). Estimated duration: 7 months.

About the role

This role provides critical project management and operational support for the client’s Inclusion & Diversity (I&D) external conference program. Working closely with the program manager, the Event Programs Coordinator ensures seamless planning, execution, and follow-through across a portfolio of high-profile conferences.

Responsibilities

• Support end-to-end planning and on-site execution of external I&D conferences, from early-stage logistics through post-event wrap-up.
• Assist in developing event timelines, run-of-show documents, and operational plans in collaboration with the Program Manager.
• Travel on-site to support conference execution, with anticipated travel in October and November.
• Draft, review, and deploy communications to internal stakeholders and conference attendees across multiple touchpoints.
• Monitor and manage the program inbox, triaging inbound requests and ensuring timely responses.
• Manage bi-weekly leadership update reports, synthesizing program status into clear, concise summaries.
• Field and resolve employee requests submitted via ServiceNow, routing escalations as appropriate.
• Serve as a secondary point of contact and backup support for attendees at Tier 1 conferences, responding to questions and providing support via dedicated Slack channels.
• Manage attendee tracking, registration coordination, and pre/post-conference communications.
• Design, deploy, and analyze attendee surveys; distill findings into actionable insights and share with the program team.
• Own the intake process for speaker and content submissions, ensuring accurate tracking and timely follow-up with submitters.
• Coordinate content review workflows in partnership with internal teams and conference stakeholders.
• Maintain and update project timelines in Wrike, keeping workstreams on track and flagging risks proactively.
• Plan and facilitate team meetings, including setting agendas, capturing notes, and tracking action items to closure.
• Create comprehensive post-event recaps for each conference, documenting key outcomes, metrics, and learnings.
• Build and refine presentation materials in Keynote for both internal and external audiences.

Requirements

• 5+ years of experience in corporate event planning or project management.
• 5+ years of experience managing end-to-end logistics for large-scale, in-person conferences or corporate events.
• 3+ years of experience drafting formal communications for senior leadership or executive stakeholders.
• 3+ years of project management tool proficiency (Wrike or equivalent).
• Proficiency in Keynote, ServiceNow, Slack, and Wrike.
• Highly organized, detail-oriented, and comfortable working in a fast-paced events environment.
• Strong communicator, able to work across teams and time zones.

Pay

Hourly rate: $52.20.