Global Events Ops & Systems Coordinator

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

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,