Freelance In Person Event Specialist - San Jose, CA

Visit.org; San Jose (CA); On-site; USD 34,000 - 55,000; Part time

Benefits offered by this job

Competitive hourly rate

Meaningful, impactful work

Meet social impact-minded individuals

Resume-building opportunities

Potential for recurring freelance gigs

Job summary

Visit.org is seeking a Freelance Event Specialist for on-site, per-event work in San Jose, CA. The role involves coordinating logistics, staffing, and materials for in-person events, with strong emphasis on customer experience and problem-solving under pressure.

The ideal candidate has corporate event experience, comfort managing large-scale and intimate events, and a proactive, solutions-oriented mindset. Travel within the local region and flexible hours, including nights and weekends, are

Qualifications

• Fluent English and strong communication skills.
• Based in San Jose, CA.
• Schedule flexibility; available per-event contract.
• Experience in complex, large-scale events and smaller executive-level events.
• Willing and eager to travel to various areas of the local region.

Responsibilities

• Coordinate all event details, shipping materials, and staffing for each event.
• Be on-site hands-on as the day-of coordinator.
• Join virtual planning meetings with partners and Visit.org teams.
• Be the Visit.org representative and problem-solver at events.
• Manage check-in and provide a warm, friendly welcome to guests.
• Breakdown after events and repackage materials for return.

Skills

Event coordination

Communication skills

Customer service

Flexibility

Travel readiness

Job description

Visit.org is looking for an experienced, responsible, and driven Freelance Event Specialist, San Jose, CA to help us manage the logistics of an upcoming in-person event, which will be held live at a city near you! The right candidate will be based in San Jose, CA and have corporate event experience, entrepreneurial spirit, extreme passion for our mission, and the energy and discipline to come in and be a builder in a start-up tech environment.

Who are we?

Visit.org helps companies discover & book thousands of carefully curated social impact team experiences, led by and benefitting local nonprofits. With its proprietary library of team-based experiences across 90+ countries, Visit.org provides HR, CSR, and Meetings & Events leaders highly scalable, culturally appropriate content for purpose-driven employee and client engagement. Some of our customers include Colgate, Paramount, Visa, Ancestry, Tommy Bahama, and more.

Responsibilities:

• Our team will set you up for success by coordinating all of the event details, shipping event materials, and arranging staffing for each event. We need YOU to be our day-of hands on the ground! Be our next onsite Event Coordinator for fun, engaging, team-building, social impact activities, experiences, and events that support a great cause.
• Event Preparation: Join virtual planning meetings ahead of each event with all parties: corporate partner, nonprofit partner, Visit.org event host, Visit.org event coordinators, etc
• Take ownership and responsibility of our in-person events: be on-site to set up, align with the on-site team, tear down, clean site areas, problem-solve, and ensure high-quality customer experience
• Be the Visit.org representative, leader, and problem solver at events
• Align roles and responsibilities with the onsite team: event host, nonprofit organization, venue, additional staff, and corporate partner
• Manage check-in process for in-person events; providing a warm and friendly welcome to guests
• Problem-solving issues such as missing supplies, late staff, technology challenges, etc.
• Escalate issues to the Events Team when necessary to keep them informed or help problem-solve
• Send consistent updates, photos, and videos to Events Team throughout event
• Breakdown after the event ends, helping to clean the site and repackage and ship all materials back to the distribution center
• Pack supplies and add shipping labels which may include loading boxes
• Fluency in English and strong communication skills
• Based in San Jose, CA
• Schedule flexibility with availability to work on a contract per-event basis, as needed
• Experience in complex, large-scale events and smaller executive-level intimate events
• Shown experience in executing events at the highest level and continuously raising the bar on content and the customer experience
• Resourcefulness, have the ability to exhibit grace under pressure, and be solutions-minded in ambiguous situations
• Quick thinker — in the life of events, we have a back-up plan for the back-up plan; you can problem-solve on the fly
• Self-starter who is organized and detail-oriented
• You love building relationships with customers and enjoy customer service
• Experience with group facilitation and managing group dynamics
• You are able to work flexible hours, including nights and weekends, as needed
• Willing and eager to travel to various areas of the local region
• You have super strong interpersonal and customer service skills, especially in fast-paced situations
• Able to wear many hats and take on varied tasks and projects
• Comfort being present and interacting with large crowds
• Physical Demands:
  • Able to lift, slide, and carry up to 30 lbs.
  • Able to stand for an extended period of time

This is an on location, in person , per event contract role In San Jose, CA. This role is open only to those candidates already based in San Jose, CA. No relocation packages are offered at this time.

• Competitive hourly rate
• The chance to do meaningful and impactful work
• The opportunity to meet with social impact-minded individuals
• A chance to build your experience for your resume!
• Potential for recurring freelance employment with Visit.org