Event Specialist- Redwood City, Ca- 6 month contract

The Events Specialist will be a dynamic, customer service-focused individual who works fast and efficient, pays attention to the details, and strives always to maintain the very best experiences for all employees to assist in our continued need to attract and retain the best talent to assist in producing and supporting the best games. The Events Specialist will report directly to the Director, Global Meetings & Events.  This position will assist with all event deliverables, research and sourcing, assist in the planning efforts for employee experiences, on and offsite large meeting logistics, end to end production mapping along with hotel contract administration and sourcing.

Candidates with hospitality/hotel experience within conference services for 3 or more years will fit well in this position.

Worker will assist customers with event planning through internal processes and fulfill resource requests with preferred vendors.  Will work within a team structure to determine needs and resources for each event and brief other service groups on upcoming event needs.  Will work side by side with the events team to ensuring high-quality events and experiences.  Continue to develop and maintains event work flow procedures and standard operating practices to ensure successful events, maintain the online storage folders for all event team members accessibility along with reconciling expenses.  Will assist and facilitate the event team’s tactical initiatives for internal events and offsite events as requested by the Director.  Serves as liaison with vendors on event related matters and maintains current relationships.  Works closely with internal cross-functional teams to efficiently deliver event goals and guest experience strategies while staying within budget. Major tasks include devising the event strategy, leading the program production including Run of Show, scouting and securing event venues, budget forecasting and management, layout creation, sourcing and overseeing all vendors, tracking hardware/software needs, negotiating hotel blocks, on-site production and trouble-shooting, management of event assets. Will be responsible for knowledge of and adherence to all internal company policies and procedures for on and offsite events.  Post-event follow up with team members for knowledge sharing and learned best practices will be required.

  • Logistics production and research for on and offsite meetings, events, venues, ground transportation and production as directed by the Director, Global Meetings & Events.
  • Assist and support the locations outreach communications for mass-broadcast to the campus for event notices/invitations.
  • Assist and coordinate with Director, Global Meetings & Events, re-occurring company events, including, but not limited to:  Family Fun Day, Social afternoon gatherings, Annual Holiday Events and large space meetings and productions.
  • Develop and maintain a comprehensive event schedule and calendar with programs of action and milestones, as well as an event support plan for each event type.  Manage vendor database that includes details regarding products and services, payment requirements, hours of operation, and contact information including cellular numbers of key contacts to ensure the most current shared resource/information is updated to the events team.
  • Firm understanding of customer satisfaction along with the ability to work in a dynamic environment that is constantly changing and able to still deliver against commitments.
  • Attend events in a staffing capacity (often evenings and weekends) to provide on-site support and assist with set-up and clean-up as needed.  Limited throughout the year.
  • Act as a point of contact for all event vendors unless otherwise directed by the Director, Global Meetings & Events
  • Develop cost estimates, tracks payments, and keep budget accounting for all events, expenses, and payables. Working directly with the Director, Global Meetings & Events to manage all expenses by processing payments promptly and correctly coding all invoices/charges weekly.
  • Interacts smoothly with stakeholders, leadership, vendors, entertainers, and staff, remaining mindful of the necessary protocols and approaches that work best with each to ensure the highest levels of rapport and (ultimately) the greatest customer service for our clients.
  • Strong knowledge of and strict adherence to all policies and practices; Comfortable applying those understandings to budget and expense efforts.
  • Resourceful: knows how to research new vendors, best practices and special projects.
  • Team player: willing to jump in and help with big projects and learn on the go.


Please send resume to kjohnson@nelsoninteractive.net


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