Events Program Coordinator

Aquent; Cupertino (CA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Subsidized health

Subsidized vision

Subsidized dental plans

Paid sick leave

Retirement plan with match

Free online training through AquentGym

Job summary

Aquent Talent is seeking an organized Events Coordinator to support end-to-end planning and on-site execution of external inclusion and diversity conferences in California. You will collaborate with the Program Manager to develop timelines, run-of-show documents, and operational plans, traveling as needed to ensure flawless event delivery.

You will draft communications, monitor the program inbox, triage requests, and produce concise leadership updates.

Qualifications

• Proficiency in presentation software; build/refine materials for audiences.
• Highly organized and detail-oriented in fast-paced events environment.
• Strong communication across diverse teams/time zones; stakeholder coordination.

Responsibilities

• Support end-to-end planning and on-site execution of external inclusion and diversity conferences.
• Assist in developing event timelines, run-of-show documents, and operational plans.
• Travel on-site to support conference execution.
• Draft, review, and deploy communications to internal stakeholders and attendees.
• Monitor and manage the program inbox; triage requests.
• Prepare bi-weekly leadership update reports; summarize status clearly.
• Field employee requests via internal ticketing systems; route escalations.
• Serve as backup for attendees at high-tier conferences; respond via dedicated channels.
• Manage attendee tracking, registration coordination, and pre/post-conference communications.
• Design and analyze attendee surveys; share actionable insights with team.
• Own intake for speaker/content submissions; follow-up with submitters.
• Coordinate content review workflows with internal teams.
• Maintain project timelines in PM tools; flag risks.
• Plan and facilitate team meetings; capture notes and actions.
• Create post-event recaps documenting outcomes and learnings.

Skills

Presentations

Organizational skills

Communication

Cross-team collaboration

Storytelling & inclusion

Tools

PM tools

Internal event platforms

Job description

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!

• subsidized health
• subsidized vision
• subsidized dental plans
• paid sick leave
• retirement plans with a match
• free online training through Aquent Gymnasium

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.