Recruiting Events Coordinator

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

Job summary

Swoon is seeking a highly organized Recruiting Events Coordinator to lead end-to-end planning and execution of recruiting events in San Francisco, onsite. You will manage kickoff, milestones, and post-event closeout, coordinating stakeholders and resources to ensure a seamless candidate experience.

The role emphasizes structured project management, meticulous event day execution, and collaboration with recruiting partners, managers, and global event teams.

Qualifications

• 2–4 years of experience in event project management or a related field.
• Background supporting recruiting programs or employer branding is valued.
• Strong project management skills for timelines, owners, dependencies and risks.
• Experience managing multiple events from planning through onsite execution.
• Swoogo experience is strongly preferred, including building registration pages and communications.

Responsibilities

• Project manage recruiting events from kickoff through execution and post-event closeout.
• Lead planning meetings and status updates, assign owners and deadlines, surface risks.
• Collaborate with Recruiting Partners, Hiring Managers, Global Events and Workplace Events teams.
• Own setup for events, including registration pages, attendee communications, RSVP management and reporting.
• Prepare run-of-show, staffing plans, speaker schedules, and onsite materials.
• Serve as onsite point of contact for Recruiting and cross-functional partners.
• Support budgets, invoices, expenses, and reconciliation.
• Track attendance and engagement, prepare post-event recaps and improvements.
• Leverage AI to improve workflows and scale recruiting-event operations.

Skills

Project management

Event planning

Cross-functional collaboration

Vendor coordination

Communication skills

Attention to detail

Tools

Swoogo

Google Workspace

Slack

Ashby

Job description

Our leading tech client is seeking a highly organized and proactive Recruiting Events Coordinator to project manage the planning and execution of recruiting events!

About the Role

• Working closely with our Recruiting Events Manager and cross-functional partners, you will keep every event moving from kickoff through post-event closeout. You will build project plans, coordinate stakeholders, track milestones and dependencies, identify risks, and ensure every contributor understands their responsibilities and deadlines.
• You will also oversee the operational details that create a seamless candidate experience, including event registration, attendee communications, logistics, onsite execution, and post-event reporting.
• The ideal candidate is an experienced event coordinator with a background in recruiting programs or employer brand, strong project-management skills, and a resourceful approach to problem-solving. You bring structure to ambiguity, keep stakeholders accountable, and deliver successful events in a fast-moving environment.
• This contract role is based onsite in San Francisco, CA and may require occasional evening work or attendance at events outside standard business hours.

In This Role, You Will

• Project manage recruiting events from kickoff through execution and post-event closeout, maintaining project plans, workback schedules, milestones, dependencies, and readiness checklists.
• Lead planning meetings and status updates, establish clear owners and deadlines, and elevate risks or blockers to keep stakeholders on track.
• Partner closely with Recruiting Partners, Hiring Managers, Global Events, Workplace Events, and other cross-functional teams to ensure Recruiting-owned responsibilities and event deliverables are completed on time.
• Own setup and administration for assigned events, including registration pages, attendee communications, RSVP and waitlist management, reporting, and check-in preparation.
• Prepare event briefs, run-of-show documents, staffing plans, speaker schedules, contact sheets, and onsite materials while coordinating speakers, recruiters, vendors, hosts, and event staff.
• Serve as the onsite point of contact for Recruiting and cross-functional partners, supporting a seamless candidate and attendee experience.
• Support purchase requests, invoice processing, expense reconciliation, and budget tracking.
• Track attendance, candidate engagement, feedback, and other success metrics; prepare post-event recaps and recommend improvements.
• Use AI to improve workflows, standardize processes, automate repetitive work, and independently lead projects that help scale recruiting-event operations.

You Might Thrive in This Role If You Have

• 2–4 years of experience in event project management, event production, or a related field.
• Swoogo experience is strongly preferred, including building registration pages and managing communications, attendee data, reporting, and check-in workflows.
• A background supporting recruiting programs or employer brand initiatives is highly valued.
• Experience managing multiple events from initial planning through onsite execution and post-event closeout.
• Strong project-management skills, including managing timelines, owners, dependencies, risks, and competing priorities.
• A track record of keeping cross-functional stakeholders aligned, accountable, and on schedule—with the confidence to follow up, surface risks, and elevate blockers when needed.
• Exceptional organizational skills, attention to detail, and the ability to bring structure to a fast-paced, changing environment.
• Excellent written and verbal communication skills, with experience coordinating vendors, attendee communications, and onsite operations.
• Strong working knowledge of Google Workspace and Slack; experience with Ashby or another applicant-tracking system is a plus.
• The ability to operate independently, proactively solve problems, and support occasional evening events and onsite execution.

Key Success Traits

• Operates at speed without sacrificing quality.
• Highly organized and detail-oriented.
• Strong sense of ownership and accountability.
• Resourceful and proactive problem solver.
• Comfortable navigating ambiguity and changing priorities.
• Embraces AI-first ways of working and continuously seeks opportunities to improve processes through technology.
• Collaborative, positive, and team-oriented.