Event and Administrative Coordinator (Temporary)

SMA America; Rocklin (CA); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Hybrid work model

Travel opportunities

Job summary

SMA America is seeking an Event and Administrative Coordinator (Temporary) to support the Large Scale Business Team in Rocklin, CA. The role covers event planning, guest coordination, and general admin tasks for high-profile industry conferences and customer engagements, with a handoff to a third-party staffing agency.

This temporary assignment lasts up to one year, with a hybrid work model at our Rocklin headquarters.

Qualifications

• Minimum of three years of experience coordinating corporate events, conferences, trade shows, or similar programs.
• Availability to travel and work onsite for RE+ 2026 (Nov 15–20) and CleanPower 2027.
• Strong organizational, project management, and communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Proficiency with Adobe Acrobat.
• Proficiency in the English language, both written and verbal.
• Demonstrated professionalism, accuracy, and the ability to work independently.

Responsibilities

• Event planning and coordination end-to-end for conferences, trade shows, and customer engagements.
• Guest and stakeholder management: invitations, registrations, attendee tracking, and on-site logistics.
• Financial and administrative support: PO, invoicing, budget tracking, and expense management.
• Collaborate with internal teams and vendors; manage travel and lodging arrangements.

Skills

Organizational skills

Project management

Communication

MS Office

Adobe Acrobat

English fluency

Education

Associate degree or equivalent

Tools

Concur

Job description

Event and Administrative Coordinator (Temporary)

Rocklin, CA

Why Work at SMA America

At SMA America, we believe in Energy that Changes. Since 1981, we’ve been developing innovative solar technology that simplifies, secures, and enhances the performance of photovoltaic systems—all while pushing the boundaries of what’s possible in clean energy.

But we’re not just transforming power — we’re empowering people.

We’ve built a culture where bold ideas are welcomed, collaboration is second nature, and your career growth truly matters. With our Rocklin, CA headquarters as the hub, we offer a hybrid work model, competitive benefits, and a team-driven environment where your impact is seen and felt.

Whether you’re a sales expert, service pro, or engineering innovator, if you’re ready to join a purpose-driven team committed to shaping the future of energy — we’d love to meet you.

Event and Administrative Coordinator (Temporary)

Rocklin, CA

WHY WORK AT SMA AMERICA

At SMA America, we believe in Energy that Changes. Since 1981, we have been developing innovative solar technology that simplifies, secures, and enhances the performance of photovoltaic systems, all while pushing the boundaries of what is possible in clean energy.

But we are not just transforming power, we are empowering people.

We have built a culture where bold ideas are welcomed, collaboration is second nature, and your career growth truly matters. With our Rocklin, CA headquarters as the hub, we offer a hybrid work model, competitive benefits, and a team driven environment where your impact is seen and felt.

Whether you are a sales expert, service pro, or engineering innovator, if you are ready to join a purpose driven team committed to shaping the future of energy, we would love to meet you.

WORK AUTHORIZATION

Applicants must be authorized to work in the United States on a full-time basis. SMA America does not offer employment visa sponsorship of any kind, including H-1B, OPT, CPT, or TN visas. Candidates who currently require or will in the future require visa sponsorship are not eligible for this role. Candidates operating under a temporary work permit or any visa-tied employment authorization are also not eligible.

AI-GENERATED APPLICATION MATERIALS

We review all resumes and application materials for AI-generated content. Submissions that show evidence of AI manipulation, including AI-written resumes, cover letters, or responses, will be disqualified from consideration without further review. We want to hear your authentic voice and see your genuine experience.

RECRUITMENT FRAUD NOTICE

All SMA America openings are posted on our official careers page and all recruiter communication comes from an @sma-america.com address. We never request payment, banking information, or a Social Security number during the recruitment process. If you are contacted about an SMA America role from a personal email account, or asked for any of the above, please forward the message to [e-mail].

PURPOSE OF THE POSITION

The Event and Administrative Coordinator supports the Large Scale Business Team by managing event planning and general administrative operations. This position coordinates industry conferences, trade shows, customer engagements, and business development events end to end, and provides administrative support to the Large Scale Business Management Team. This is a temporary assignment expected to last up to one year, engaged through a third party staffing agency.

PRIMARY DUTIES / RESPONSIBILITIES

Event planning and coordination

• Maintains and tracks industry conferences, trade shows, customer engagements, and business development events.
• Coordinates logistics for industry events and workshops, including registrations, badges, travel, hotel accommodations, transportation, catering, and booth supply coordination.
• Independently researches event schedules, venue requirements, deadlines, and vendor terms, and brings forward complete information without prompting.
• Serves as the primary liaison with event organizers and vendors to ensure timely and successful event execution.
• Travels to support events approximately twice per year, currently CleanPower in May or June and RE+ in November, at approximately four days each. RE+ 2026 takes place November 16 through 19, 2026 at the Las Vegas Convention Center in Las Vegas, NV. Including travel days, onsite availability is required from approximately November 15 through November 20, 2026.

Guest and stakeholder management

• Coordinates and supports onsite customer meetings during industry conferences, including scheduling and logistics for a high volume of meetings across the conference days.
• Manages invitation lists, registrations, and attendee tracking.
• Coordinates communications with internal teams, customers, partners, and event participants.
• Monitors attendance and provides follow up support to ensure a positive attendee experience.

Financial and administrative support

• Supports purchase orders, invoice processing, budget tracking, billing coordination, and expense management related to events.
• Maintains accurate event records and documentation.
• Provides administrative support to the Large Scale Business Management Team, including coordinating meetings, arranging travel, assisting with expense report processes, and managing special projects as needed.
• Leverages AI powered tools to improve productivity, streamline workflows, and automate routine tasks that support business operations and decision making.
• Other duties as may be required or assigned.

REQUIRED QUALIFICATIONS

• Minimum of three years of experience coordinating corporate events, conferences, trade shows, or similar programs.
• Availability to travel and work onsite for the full duration of RE+ 2026, approximately November 15 through November 20, 2026, and for CleanPower in May or June 2027.
• Strong organizational, project management, and communication skills.
• Ability to manage multiple priorities in a fast paced environment.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Proficiency with Adobe Acrobat.
• Proficiency in the English language, both written and verbal.
• Demonstrated professionalism, accuracy, and the ability to work independently.

PREFERRED QUALIFICATIONS

• Associate's degree or equivalent.
• Experience with Concur or a similar travel and expense management system.
• Experience supporting a senior leadership or executive team.
• Experience coordinating vendor contracts and budgets.
• Experience coordinating onsite meetings or hospitality programs at conferences or trade shows.
• Experience in the renewable energy or technology industries.

OTHER SPECIALIZED SKILLS

• Resourcefulness in independently researching event schedules, venue requirements, vendor terms, and logistics details without direction.
• Ability to work effectively across internal stakeholders, customers, vendors, and event partners.
• Ability to work independently while managing multiple projects, deadlines, vendors, and budgets concurrently.
• Extent of responsibility: Regional.
• Required language proficiency: English.

WE OFFER

• Compensation: $28.85 to $36.00 per hour, dependent on experience and qualifications.
• Work Model: Hybrid, based at our Rocklin, CA headquarters, onsite Tuesdays and Thursdays. Candidates must be local to the greater Sacramento area.
• Travel: Approximately two events per year at four days each, currently RE+ in November (November 16 to 19, 2026, Las Vegas, NV) and CleanPower in May or June.
• Assignment length: Temporary, up to one year.
• Target start date: Late August 2026.
• Inclusive, collaborative, and innovative work environment.

Our EEO Policy

We are an equal opportunity employer and we make our employment decisions on the basis of merit and without regard to one’s race, color, creed, sex (includes gender, pregnancy, childbirth and related medical conditions), gender identity, religion, marital status, age (over 40), national origin or ancestry, physical or mental disability (includes HIV/Aids), medical condition (cancer, genetic characteristics), veteran’s status, sexual orientation, or any other consideration made unlawful by law.

In accordance with applicable law protecting qualified individuals with known disabilities, SMA will attempt to reasonably accommodate qualified applicants with known disabilities, unless doing so would create an undue hardship on SMA. Any qualified applicant with a disability who believes he or she requires an accommodation in order to perform the essential functions of the job for which he or she is applying should identify the accommodation(s) needed in the application.

Our Privacy Policy

During your job application or recruitment process with us: (a) SMA may collect your personal information directly from you, such as when you submit your application and resume on our online portal or when you have job interviews with us. We may also obtain your personal information from third parties, including but not limited to your former employers, background or employment check service providers or third-party recruiters; and, (b) SMA may use or process applicants’ personal information for relevant purposes including but not limited to general communications with you, identity verification, background or employment checks, determination of eligibility, and making hiring decisions. For successful job applicants who become SMA’s staff, we may retain and integrate your personal information collected during the recruitment process into your records at SMA. For unsuccessful job applicants, [SMA may retain your application for internal records or for future recruitment purposes].

If you are a California resident, you have specific rights regarding your personal information under the California Consumer Privacy Act of 2018, as amended including by the California Privacy Rights Act of 2020, and its implementing regulations (the “CCPA”). This Company Personnel and Covered Individuals Privacy Notice for California Residents issued by SMA is applicable to you and explains your CCPA rights and our collection, use or disclosure of your personal information.

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