Meetings and Events Specialist

Hydrogen Group; Irvine (CA); On-site; USD 55,000 - 78,000; Full time

Job summary

Hydrogen Group in Irvine seeks a Conference Services Coordinator to apply professional expertise to support conference services activities, meeting logistics, and business outcomes.

You will coordinate day-to-day execution of meetings and events, engage with stakeholders, and oversee setup with AV and catering. The role involves generating reports, contract uploads, and contributing to program guidelines.

Qualifications

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

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.

Education

Bachelor's degree in Marketing or equivalent training

Job description

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.
• 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.