Executive Events Program Specialist

Job Title: Marketing Specialist (Hybrid – San Francisco, CA)

Role Overview

This position supports a high-performing executive engagement team responsible for delivering premium, “white-glove” event experiences for senior leadership and VIP clients of a leading global technology organization. The role will temporarily cover responsibilities for an Audience Development Lead and play a critical part in planning and executing high-touch, invitation-only events.

Team & Environment

The team specializes in organizing both proprietary and external global executive events, ensuring a seamless and elevated experience for top-tier stakeholders. Events range from exclusive networking gatherings to curated experiences at global industry forums.

Key Events Supported

1. Executive Networking Event –

Scale: Approximately 150 senior executives plus accompanying guestsFormat: 2.5-day immersive networking experience across multiple venuesComplexity Highlights: Extended guest stays and accommodation trackingManagement of companion logisticsCoordination of local experiential activities2. Global Conference CXO Segment

Scale: ~250 executive participants within a large-scale conference (~30,000+ attendees)Format: 1–1.5 day intensive, business-focused programComplexity Highlights: Compressed schedules and fast-paced executionClose coordination with global operations and hotel teamsPrecision in logistics and attendee flowCore Responsibilities

Audience Development

Partner with internal analytics teams to extract and validate customer and attendee dataEnsure accurate mapping of stakeholders including executives, sales teams, and admin contactsSupport invitation distribution and trackingData & Logistics Management

Maintain detailed oversight of registration systems and RSVP trackingManage hotel room blocks and adjustments (e.g., repurposing rooms for meetings)Handle operational requests such as security access, dietary accommodations, and special needsInbox & Stakeholder Communication

Manage shared inbox (alias) responding to high-priority attendee inquiriesAddress real-time issues such as travel disruptions, scheduling changes, and event logisticsOn-Site Event Support

Coordinate check-in operations and greet executive attendeesGuide VIP participants and security teams through event flowSupport execution of the agenda (“run of show”) on locationKey Qualifications

Top 3 Required Skills

Advanced Spreadsheet Management: Expertise in handling large datasets, building pivot tables, and working with predictive metricsExecutive-Level Communication: Strong written and verbal skills with the ability to produce polished, professional deliverablesClear & Concise Problem-Solving: Ability to quickly assess situations and provide direct, solution-oriented communicationTechnical Requirements

Familiarity with event registration or RSVP tools (e.g., Cvent or similar platforms)Ability to work with template-driven event systems (no coding required)Strong attention to visual presentation for executive audiencesPreferred Background

Experience in event planning, hospitality, or corporate program managementStrong interpersonal and stakeholder management skillsComfortable working in high-touch environments requiring emotional intelligenceWillingness to travel domestically for event support (especially NYC event)