Apex Systems is hiring: Event Planner in Fremont

Client: CZI

Position: Event Planner

Location: Redwood City, CA

Contract Length: 9 months

Pay Rate: 40 - 50/hr

Key Responsibilities

• Plan and execute multi-day, in-person scientific events, including grantee meetings, workshops, and hackathons.
• Lead planning meetings, develop event timelines, and coordinate logistics with staff to ensure timely execution within budget.
• Serve as the primary point of contact for internal stakeholders, meeting attendees, and external partners.
• Manage all logistical aspects of events, including registration, attendee tracking, presentation materials, participant travel and lodging, and budget oversight.
• Liaise with vendors, negotiate contracts, and oversee vendor relationships to ensure high-quality service.
• Lead on-site event production and coordination, including venue setup, guest reception, vendor management, and troubleshooting as needed.
• Collaborate with the broader Events & Engagement Team to support additional initiatives as required.

Qualifications & Experience

• 5+ years of experience planning and executing high-profile, multi-day, in-person events of varying scales.
• Strong understanding of event management principles, operations logistics, and event technology.
• Ability to work independently and collaboratively in a dynamic environment.
• Proven ability to prioritize, manage shifting priorities, and handle multiple time-sensitive projects simultaneously.
• Exceptional interpersonal, communication, time management, and customer service skills.
• Highly organized, detail-oriented, and proactive in problem-solving.
• Strong ability to communicate effectively with diverse stakeholders, including executives, vendors, and event participants.
• Flexibility, adaptability, and a strong sense of responsibility in managing events from concept to execution.
• Proficiency in Microsoft Office Suite and Google Workspace. Familiarity with Airtable is a plus.
• Certified Meeting Professional (CMP) certification or similar credentials preferred.