Events Program Coordinator

Skill; Cupertino (CA); On-site; USD 85,000 - 120,000; Full time

Benefits offered by this job

Health insurance

Vision & dental plans

Paid sick leave

Retirement plan with match

Job summary

Aquent Talent is seeking a proactive events professional to manage external inclusion and diversity conferences, ensuring smooth planning, on-site execution, and post-event follow-up. You will coordinate timelines, communications, attendee tracking, and surveys across global teams.

Role emphasizes operations, storytelling, and inclusion, with travel required to support conferences and assist attendees across multiple touchpoints.

Qualifications

• Proficiency in presentation software for internal and external audiences.
• Highly organized and detail-oriented in a fast-paced events environment.
• Strong communication across diverse teams and time zones.
• Interest at the intersection of operations, storytelling, and inclusion.

Responsibilities

• Support end-to-end planning and on-site execution of external inclusion and diversity conferences.
• Develop event timelines, run-of-show documents, and operational plans with the Program Manager.
• Travel on-site to assist conference execution.
• Draft, review, and deploy communications to stakeholders and attendees.

Skills

Presentation software

Organized

Communication

Operations & events

Team collaboration

Tools

Event platforms

Job description

Aquent is thrilled to partner with a globally recognized technology leader, a company that consistently redefines innovation and champions a culture of inclusion. We're seeking passionate professionals to join their dynamic team and make a tangible impact on their groundbreaking work.

Are you a highly organized and detail-oriented professional with a passion for creating impactful experiences? We are looking for a pivotal individual to provide critical project management and operational support for a high-profile external conference program focused on inclusion and diversity. In this role, you will be instrumental in ensuring the seamless planning, execution, and follow-through of a diverse portfolio of events, directly contributing to the company's commitment to fostering a truly inclusive global community.

Key Responsibilities

• Support end-to-end planning and on-site execution of external inclusion and diversity conferences, from early-stage logistics through post-event wrap-up.
• Assist in developing event timelines, run-of-show documents, and operational plans in collaboration with the Program Manager.
• Travel on-site to support conference execution.
• Draft, review, and deploy communications to internal stakeholders and conference attendees across multiple touchpoints.
• Monitor and manage the program inbox, triaging inbound requests and ensuring timely responses.
• Manage bi-weekly leadership update reports, synthesizing program status into clear, concise summaries.
• Field and resolve employee requests submitted via internal ticketing systems, routing escalations as appropriate.
• Serve as a secondary point of contact and backup support for attendees at high-tier conferences, responding to questions and providing support via dedicated communication channels.
• Manage attendee tracking, registration coordination, and pre/post-conference communications.
• Design, deploy, and analyze attendee surveys; distill findings into actionable insights and share with the program team.
• Own the intake process for speaker and content submissions, ensuring accurate tracking and timely follow-up with submitters.
• Coordinate content review workflows in partnership with internal teams and conference stakeholders.
• Maintain and update project timelines in project management tools, keeping workstreams on track and flagging risks proactively.
• Plan and facilitate team meetings, including setting agendas, capturing notes, and tracking action items to closure.
• Create comprehensive post-event recaps for each conference, documenting key outcomes, metrics, and learnings.

Qualifications

Must-Have:

• Proficiency in presentation software, capable of building and refining materials for both internal and external audiences.
• Highly organized and detail-oriented, thriving in a fast-paced events environment.
• Strong communication skills, comfortable working across diverse teams and time zones.
• Energized by the intersection of operations, storytelling, and inclusion.

Nice-to-Have:

• Working knowledge of project management, communication, and internal event platforms.

About Aquent Talent

Aquent Talent connects the best talent in marketing, creative, and design with the world's biggest brands. Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits! Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We're about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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