Meetings and Events Specialist

Hydrogen UK Ltd; Irvine (CA); On-site; USD 41,000 - 48,000; Full time

Job summary

Hydrogen UK Ltd in Irvine, CA is seeking a Meetings and Events Specialist to support conference services activities and the logistics of meetings and events, driving successful business outcomes.

You will coordinate day-to-day execution, engage with stakeholders, review setup requirements with AV and catering, and contribute to program guidelines and milestone plans within a 6-month contract.

Qualifications

• Bachelor's degree in Marketing or equivalent training.
• 2–4 years of related experience.

Responsibilities

• Coordinate the day-to-day execution of meetings, events, and related logistics for managed event spaces at a corporate campus.
• Engage with stakeholders, including meeting and event planners, to understand event needs and communicate space capabilities and current guidelines.
• Review meeting and event setup requirements with cross-functional teams, such as audiovisual (AV) and catering, identify discrepancies, and recommend solutions.
• Support large-scale meetings by participating in discovery sessions, site visits, and related planning activities.
• Generate, revise, and distribute reports; maintain negotiation trackers and campus event reports.
• Upload contracts into an enterprise contract lifecycle management (ECLM) system and monitor contract approvals and execution.
• Support supplier onboarding and create requisitions and purchase orders in a source-to-pay system, such as Coupa.
• Contribute to the development of guidelines and procedures for conference services programs.
• Provide input and assist with the development and execution of milestone plans and change management plans for conference services programs.
• Communicate project status and gather information to identify project limitations and support informed decision-making.
• Participate in process mapping, requirements-gathering sessions, training material development, transition activities, and process improvement initiatives.
• Maintain internal intranet sites and related program resources.
• Assist with developing communication materials and presenting programs to employees, including new initiatives and key program updates, under management guidance.
• Support the development of communication and implementation strategies for new and existing programs.
• Adhere to all Environmental, Health, and Safety (EHS) rules and requirements, taking appropriate measures to prevent injuries, protect the environment, and prevent pollution within their area of responsibility.

Education

Bachelor's degree in Marketing or equivalent training

Job description

Title: Meetings and Events Specialist

Location: Irvine, CA

Pay: $30.00-$35.00/hr

Schedule: Standard Office Hours

Duration: 6-Month Contract

Applies professional expertise and judgment to support conference services activities, meeting and event logistics, and business outcomes.

Key Responsibilities

• Coordinate the day-to-day execution of meetings, events, and related logistics for managed event spaces at a corporate campus.
• Engage with stakeholders, including meeting and event planners, to understand event needs and communicate space capabilities and current guidelines.
• Review meeting and event setup requirements with cross-functional teams, such as audiovisual (AV) and catering, identify discrepancies, and recommend solutions.
• Support large-scale meetings by participating in discovery sessions, site visits, and related planning activities.
• Generate, revise, and distribute reports; maintain negotiation trackers and campus event reports.
• Upload contracts into an enterprise contract lifecycle management (ECLM) system and monitor contract approvals and execution.
• Support supplier onboarding and create requisitions and purchase orders in a source-to-pay system, such as Coupa.
• Contribute to the development of guidelines and procedures for conference services programs.
• Provide input and assist with the development and execution of milestone plans and change management plans for conference services programs.
• Communicate project status and gather information to identify project limitations and support informed decision-making.
• Participate in process mapping, requirements-gathering sessions, training material development, transition activities, and process improvement initiatives.
• Maintain internal intranet sites and related program resources.
• Assist with developing communication materials and presenting programs to employees, including new initiatives and key program updates, under management guidance.
• Support the development of communication and implementation strategies for new and existing programs.
• Adhere to all Environmental, Health, and Safety (EHS) rules and requirements, taking appropriate measures to prevent injuries, protect the environment, and prevent pollution within their area of responsibility.

Incidental Responsibilities

• Establish and maintain resources and tools that support consistent, high-quality standards and best-in-class service for employees.

Education & Experience

• Bachelor's degree in Marketing or equivalent training required.
• 2–4 years of related experience required.