Apex Systems
Event Planner
Apex Systems, Redwood City, California, United States,
POSITION:
Event PlannerLOCATION:
Hybrid in Redwood City CADURATION : 10 month contractPAY RANGE:
$40.00 - $50.00/hr based on experience
The Event Planner will work closely with other Event Planners, and members of the broader team to support the planning, production and execution of multiple events.
This includes scheduling planning meetings, coordinating event logistics, ordering and shipping of swag and meeting supplies, preparing meeting materials, staffing registration desks, representing the team, and more. Support broader organizational goals, including weekly meetings with the Facilities team to assess priorities and manage projects, and supporting other high-priority projects as needed.
Responsibilities:Event Planning / CoordinationAssist with scheduling weekly and bi-weekly planning meetings across various teams for Organization wide eventsSupport the design, ordering and management of meeting-related swag itemsTrack, manage and organize meeting-related supplies and swag inventoryOwning event logistics, including setup and breakdown, catering menus, security and AV supportEvent ProductionFoster relationships with various vendors, vendor negotiations and event contractsAct as onsite POC to plan and oversee vendor load-in, set-up, and strikePartner with Workplace, Security, and other internal partners to ensure all stakeholders are well informed of onsite logisticsCreate printed collateral for various events such as signage, posters and handoutsBudget tracking, ensuring events are within budgetCreate, print and manage attendee badgesOrganize and execute printing and print-related tasks for conveningsAssist with the creation of Runs of Show and Presentation DecksEvent ExecutionFront-of-house support during in-person meetingsPoint person for Registration Desk staffing during in-person meetingsRepresent the team, point of contact for questions from meeting participants and external vendorsAssist with back-end support during virtual or hybrid meetings, such as preparing breakout rooms, polls, sharing presentations, spotlighting speakers on ZoomTrack and gather results from each event and incorporate key learning in event recaps to develop successful future events
Desired Skills & Experience:Have an enthusiastic and effective presence with the ability to be flexible with change while remaining calm, thinking quick on your feet when issues arise4+ years of experience in planning and supporting high-profile, multi-day, in-person events of various scopeComprehension of the principles and best practices of event planning and operations logisticsAbility to work both independently and as part of a teamAbility to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlinesStrong interpersonal, communication, time management, and customer service skills. Must be organized, detail oriented, and solution-focusedAbility to interact and communicate effectively with individuals at all levels of the organization as well as with external partners, vendors and service providersFamiliarity with Zoom, Microsoft Office Suite and Google SuiteExperience with Jira, AirTable and Salesforce is a plus.
Event PlannerLOCATION:
Hybrid in Redwood City CADURATION : 10 month contractPAY RANGE:
$40.00 - $50.00/hr based on experience
The Event Planner will work closely with other Event Planners, and members of the broader team to support the planning, production and execution of multiple events.
This includes scheduling planning meetings, coordinating event logistics, ordering and shipping of swag and meeting supplies, preparing meeting materials, staffing registration desks, representing the team, and more. Support broader organizational goals, including weekly meetings with the Facilities team to assess priorities and manage projects, and supporting other high-priority projects as needed.
Responsibilities:Event Planning / CoordinationAssist with scheduling weekly and bi-weekly planning meetings across various teams for Organization wide eventsSupport the design, ordering and management of meeting-related swag itemsTrack, manage and organize meeting-related supplies and swag inventoryOwning event logistics, including setup and breakdown, catering menus, security and AV supportEvent ProductionFoster relationships with various vendors, vendor negotiations and event contractsAct as onsite POC to plan and oversee vendor load-in, set-up, and strikePartner with Workplace, Security, and other internal partners to ensure all stakeholders are well informed of onsite logisticsCreate printed collateral for various events such as signage, posters and handoutsBudget tracking, ensuring events are within budgetCreate, print and manage attendee badgesOrganize and execute printing and print-related tasks for conveningsAssist with the creation of Runs of Show and Presentation DecksEvent ExecutionFront-of-house support during in-person meetingsPoint person for Registration Desk staffing during in-person meetingsRepresent the team, point of contact for questions from meeting participants and external vendorsAssist with back-end support during virtual or hybrid meetings, such as preparing breakout rooms, polls, sharing presentations, spotlighting speakers on ZoomTrack and gather results from each event and incorporate key learning in event recaps to develop successful future events
Desired Skills & Experience:Have an enthusiastic and effective presence with the ability to be flexible with change while remaining calm, thinking quick on your feet when issues arise4+ years of experience in planning and supporting high-profile, multi-day, in-person events of various scopeComprehension of the principles and best practices of event planning and operations logisticsAbility to work both independently and as part of a teamAbility to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlinesStrong interpersonal, communication, time management, and customer service skills. Must be organized, detail oriented, and solution-focusedAbility to interact and communicate effectively with individuals at all levels of the organization as well as with external partners, vendors and service providersFamiliarity with Zoom, Microsoft Office Suite and Google SuiteExperience with Jira, AirTable and Salesforce is a plus.