Events & Media Program Specialist

Lexar; San Jose (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

A leading technology firm is seeking an Events & Media Program Specialist to support PR, Media, and Events. This role involves managing event logistics, vendor coordination, and maintaining budgets. The ideal candidate will have strong project management and communication skills along with experience in event coordination. The position is based in California and offers a dynamic environment where you’ll work closely with the sales and marketing teams.

Qualifications

• 2-5 years supporting events or communications coordination.
• Strong project coordination skills with attention to detail.
• Ability to manage multiple deadlines and stakeholders.

Responsibilities

• Manage event plans end-to-end including timelines and vendor contacts.
• Coordinate logistics: registration, travel, and booth assets.
• Maintain the master events calendar across the portfolio.

Skills

Event coordination

Project management

Communication

Tools

Asana

Smartsheet

Google Workspace

Job description

A leader in memory solutions Lexar delivers best-in-class products. For consumers and businesses alike, we have committed ourselves to quality, performance, and customer service. It is our mission to design a broad range of memory solutions focused on high performance, exceptional reliability, and outstanding customer service. We provide our partners with top-notch services, from instant technical support and professional services to streamlined and efficient delivery processes that leverage our many years of experience. Our cutting-edge products drive higher performance, increase efficiency, and deliver unwavering reliability. Our continued commitment to innovation ensures we are positioned to deliver superior solutions for our customers, partners, and communities.

Job Summary:

The Events & Media Program Specialist supports the PR, Media & Events Manager by coordinating the day-to-day execution of owned events and media/PR programs. This role manages calendars, logistics, vendors, asset readiness, and status reporting to keep programs organized, on time, and running smoothly.

Responsibilities:

Events Execution (Primary)

• Manage event plans end-to-end: timelines, checklists, staffing plans, vendor contacts, shipping schedules, and on-site readiness.
• Coordinate logistics: registration, travel, shipping, production/AV, booth assets, signage, collateral, and vendor deliverables.
• Track budgets, POs/invoices, and vendor timelines; flag risks early and keep stakeholders aligned.
• Support trade show execution: booth readiness, on-site coordination, run-of-show, speaker logistics, and internal comms.
• Organize post-event follow-up inputs (attendee lists, meeting notes, action items) and support debrief documentation.

Invoicing and Budget Administration

• Collect vendor invoices and ensure they match the approved SOW/quote and delivered scope.
• Submit invoices for payment through internal finance/AP processes; track status to completion.
• Maintain a simple budget tracker by event (forecast vs. actual) and flag variances early.

Events Program Operations (Year-Round)

• Maintain the master events calendar/tracker across the portfolio (priorities, milestones, owners, budgets).
• Maintain event playbooks and templates (project plan, run-of-show, shipping checklist, vendor checklist).
• Maintain vendor lists and sourcing references (booth/print/signage/AV/venues) with performance notes and pricing history.
• Manage collateral and swag inventory planning (counts, re-order timing, storage/shipment coordination).

Media Operations (Ongoing)

• Maintain media lists and coverage logs; keep contacts organized and current.
• Coordinate scheduling/logistics for media briefings and interviews (invites, calendars, prep packet distribution).
• Compile weekly/monthly coverage recaps (highlights, links, basic metrics) and keep files organized.

Cross-Functional Coordination

• Coordinate day-to-day with Sales and Marketing teams on event priorities, staffing, meeting schedules, and follow-up needs.
• Coordinate with Creative/Digital/Ops to request assets early and confirm delivery.

Required Skills/Abilities:

• 2-5 years supporting events and/or communications coordination (in-house or agency).
• Strong project coordination skills, attention to detail, and follow-up discipline.
• Comfortable managing multiple deadlines and stakeholders.
• Clear written communication for internal updates, recaps, and documentation.

Preferred Qualifications

• Trade show experience (vendors, shipping, on-site coordination).
• Consumer-facing programs and partner/retail event support experience.
• Familiarity with tools such as Asana/Smartsheet, Google Workspace, SFDC/Marketo event lists, PR/media databases.

Apply to [e-mail]

Unsolicited resumes sent to Lexar from third-party recruiters and placement agencies do not:

(a) constitute any type of relationship with Lexar or

(b) obligate Lexar to pay fees should we elect to hire from those resumes. Please do not contact or present candidates directly to any Lexar personnel.