Event Specialist

Event Operations

Onsite Contract

San Francisco, CA

Responsibilities

Run the calendar smoothly. Own end-to-end logistics across tentpole moments, recurring event series, global Community-led events, and evergreen programs, including venues, vendors, run-of-show, and on-site execution — including events that take place on evenings/weekends and require travel.Build repeatable systems. Set up and maintain the trackers, timelines, intake processes, and playbooks that turn one-off events into repeatable formats with a clear, documented process.Manage budgets and vendors. Manage purchase orders, invoices, and reconciliations (Ramp, Zip), coordinate swag production and fulfillment (SwagUp), and keep spend accurate and on track against the experiential budget.Support our co-hosts. Coordinate with community co-hosts, partners, and our agency so Ambassadors and Campus Leaders can lead rooms and programming without friction.Measure every event. Run post-event measurement and recaps, including show rate vs. RSVP, first-time attendees, sentiment, and community-led programming, so we learn and improve each cycle.

Skills

Highly organized. You juggle multiple events, timelines, and stakeholders at once and nothing slips. You stay calm and clear when things get ambiguous.Operations-led. A proven track record of executing events end-to-end, ideally across both large-scale events and smaller multi-day or multi-city activations.Systems-builder. Beyond executing, you create the trackers, templates, and SOPs that make the next event faster and better. Strong Notion skills (databases, trackers, documentation) are a big plus.Vendor- and budget-savvy. Comfortable managing POs, invoices, reconciliations, and vendor relationships; experience with tools like Ramp, Zip, or SwagUp is a plus.On-site ready and people-first. Warm, thoughtful, and steady in live settings; you create a welcoming experience for attendees and community co-hosts. Community events often run outside normal hours, so you’re comfortable being on-site as needed — including some evenings and weekends — and traveling to events.Knowledgeable in our stack. Hands-on with the tools we run on, including Luma, Slack, Notion, and finance and swag platforms like Ramp, Zip, and SwagUp, or quick to get up to speed.AI-curious. You use AI as a genuine tool to build better systems, draft recaps, and streamline repetitive workflows, not just to move faster.