Recruiting Events Coordinator

Swoon; San Francisco (CA); Vor Ort; USD 39.000 - 66.000; Teilzeit

Zusammenfassung

Swoon is seeking a highly organized Recruiting Events Coordinator to project manage the planning and execution of recruiting events in San Francisco, onsite. You will work with the Recruiting Events Manager and cross‑functional partners to move events from kickoff through post‑event closeout, building plans, tracking milestones, and ensuring responsibilities and deadlines are met.

The ideal candidate will bring 2–4 years of event project management experience, a background in recruiting programs

Qualifikationen

• 2–4 years of experience in event project management, event production, or a related field.
• Swoogo experience strongly preferred, including building registration pages and managing communications, attendee data, reporting, and check‑in workflows.
• Background supporting recruiting programmes 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.
• Excellent written and verbal communication skills, with experience coordinating vendors, attendee communications, and onsite operations.

Aufgaben

• Project manage recruiting events from kickoff through execution and post‑event closeout, maintaining project plans and readiness checklists.
• Lead planning meetings and status updates, establish owners and deadlines, and escalate risks or blockers.
• Partner with Recruiting Partners, Hiring Managers, Global Events, Workplace Events, and other cross‑functional teams to ensure deliverables are completed on time.
• Own setup and administration for 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 staff.
• Serve as onsite point of contact for Recruiting and partners, ensuring 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.
• Leverage AI to improve workflows, standardise processes, automate repetitive work, and independently lead scalable projects.

Kenntnisse

Event coordination

Project management

Recruiting programs

Employer brand

Vendor coordination

Cross-functional collaboration

Tools

Swoogo

Ashby

Google Workspace

Slack

Jobbeschreibung

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 escalte 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, standardise 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 programmes 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 escalte blockers when needed.
• Exceptional organisational 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 organised 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.