Recruiting Events Coordinator: Project Mgmt & Onsite Impact

Swoon; San Francisco (CA); On-site; USD 39,000 - 66,000; Part time

Job summary

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

Qualifications

• 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.

Responsibilities

• 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.

Skills

Event coordination

Project management

Recruiting programs

Employer brand

Vendor coordination

Cross-functional collaboration

Tools

Swoogo

Ashby

Google Workspace

Slack

Job description

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