Global Events Operations Coordinator (FTC, 6 months)

Blackhornvc; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

OpenAI is seeking a Global Events Operations Coordinator for a 6-month assignment to help the Global Events team scale high-quality programs across regions and internal partners. The role focuses on systems, processes, and documentation to keep event planning organized and moving quickly.

You will collaborate across Marketing, Communications, Sales, Recruiting, Workplace, IT, Procurement, Finance, Legal, Design, Production, and Executive partners, using Airtable, Google Workspace, Swoogo, Slack,

Qualifications

• 2-4 years of experience in event operations, event coordination, project coordination, or a related operational support role.
• Experience supporting multiple events/workstreams in a fast-paced environment.
• Strong organizational skills and a detail-oriented approach to tracking deadlines, owners, data, budgets, and logistics.
• Experience with event systems, project management tools, spreadsheets, registration platforms, and shared documentation.
• Familiarity with Airtable, Google Workspace, Swoogo, Slack, ChatGPT, Codex, or similar platforms.

Responsibilities

• Maintain operational systems for the Global Events team, including trackers, planning templates, project plans, vendor records, event calendars, and shared documentation.
• Coordinate cross-functional event workflows across teams including Marketing, Communications, Sales, Recruiting, Workplace, IT, Procurement, Finance, Legal, Design, Production, and Executive Business Partners.
• Maintain vendor, contractor, venue, and partner databases to support consistent planning and execution across global programs.
• Support purchase requests, invoice tracking, budget reconciliation, and spend reporting to ensure expenses are accurate and documented.
• Standardize event planning processes, templates, SOPs, and operational documentation for efficiency.
• Support logistics for global events, including shipping, inventory, swag production, warehousing, freight, customs, and onsite materials.
• Assist with registration workflows, attendee data, guest communications, and post-event reporting.
• Track event milestones, owners, deadlines, dependencies, and follow-ups across concurrent programs.
• Collaborate with event leads to capture post-event learnings and improvements.
• Use Airtable, Google Workspace, Swoogo, Slack, ChatGPT, Codex to improve workflows and documentation.
• Identify opportunities to automate repetitive work and improve data accuracy.

Skills

Cross-functional coordination

Organizational skills

Attention to detail

Project coordination

Effective communication

Tools

Airtable

Google Workspace

Swoogo

Slack

ChatGPT

Codex

Job description

About OpenAI

OpenAI is an AI research and deployment company dedicated to ensuring that general-purpose artificial intelligence benefits all of humanity. We push the boundaries of the capabilities of AI systems and seek to safely deploy them to the world through our products. AI is an extremely powerful tool that must be created with safety and human needs at its core, and to achieve our mission, we must encompass and value the many different perspectives, voices, and experiences that form the full spectrum of humanity.

At OpenAI, we believe artificial intelligence has the potential to help people solve immense global challenges, and we want the upside of AI to be widely shared. Join us in shaping the future of technology.

About the Role

This 6-month Global Events Operations Coordinator role will support the systems, processes, and operational workflows that help the Global Events team scale high-quality programs across regions, audiences, and internal partners. This role will work closely with the Events Operations Manager and broader Global Events team to keep event planning organized, consistent, and moving at pace.

The ideal candidate is highly organized, detail-oriented, comfortable with cross-functional coordination, and excited to improve how event work gets done through strong systems, clear documentation, and smart use of tools including Airtable, Google Workspace, Swoogo, Slack, ChatGPT, and Codex.

In this role, you will:

• Support and maintain operational systems for the Global Events team, including trackers, planning templates, project plans, vendor records, event calendars, and shared documentation.

• Help coordinate cross-functional event workflows across teams including Marketing, Communications, Sales, Recruiting, Workplace, IT, Procurement, Finance, Legal, Design, Production, and Executive Business Partners.

• Maintain vendor, contractor, venue, and partner databases to support consistent planning and execution across global programs.

• Support purchase requests, invoice tracking, budget reconciliation, and spend reporting to help ensure event expenses are accurate, documented, and aligned with internal processes.

• Help standardize event planning processes, templates, SOPs, and operational documentation so the team can work more efficiently and consistently.

• Support logistics for global events, including shipping, inventory, swag production, warehousing, freight, customs, and onsite materials.

• Assist with registration workflows, attendee data, guest communications, and post-event reporting.

• Track event milestones, owners, deadlines, dependencies, and follow-ups across multiple concurrent programs.

• Partner with event leads to capture post-event learnings, metrics, and operational improvements.

• Use tools such as Airtable, Google Workspace, Swoogo, Slack, ChatGPT, Codex, and related platforms to improve team workflows, documentation, research, planning, and execution.

• Identify opportunities to automate repetitive work, improve data accuracy, and make event operations more scalable.

You might thrive in this role if you have:

• 2-4 years of experience in event operations, event coordination, project coordination, or a related operational support role.

• Experience supporting multiple events, workstreams, or projects at the same time in a fast-paced environment.

• Strong organizational skills and a detail-oriented approach to tracking deadlines, owners, data, budgets, and logistics.

• Experience with event systems, project management tools, spreadsheets, registration platforms, and shared documentation.

• Familiarity with tools such as Airtable, Google Workspace, Swoogo, Slack, ChatGPT, Codex, or similar platforms.

• Experience supporting vendor coordination, purchase requests, invoice processing, budget trackers, and reconciliation.

• Comfort working cross-functionally with many stakeholders and keeping communication clear, timely, and organized.

• A proactive, ownership-oriented approach to solving problems and improving processes.

• Ability to learn new systems quickly and adapt as team needs evolve.

• Interest in OpenAI’s mission and curiosity about how AI can improve the way events are planned and operated.

Key Success Traits

• Highly organized and detail-oriented.

• Operates with urgency while maintaining accuracy.

• Strong ownership and follow-through.

• Clear, proactive communicator.

• Comfortable managing ambiguity and shifting priorities.

• Collaborative and service-oriented.

• Systems-minded, with a bias toward improving process.

• Curious about AI-first ways of working.