Strategic Event Operations Coordinator

About the Role

Join our team as an Event Operations Coordinator responsible for ensuring smooth execution of a variety of events including major annual events, ongoing series, community initiatives, and evergreen programs. This position requires meticulous organization, vendor oversight, budget management, and a commitment to delivering quality experiences that engage communities effectively. Candidates comfortable working on-site at either our San Francisco or New York City offices and thriving in fast-paced environments will find this role appealing.

Work Details

Based in San Francisco, CA or NYC, this role requires a full 40-hour work week from Monday through Friday, with mandatory on-site attendance on anchor days (Monday, Tuesday, Thursday). Flexibility for evening and weekend hours may be necessary to support event execution.

Key Responsibilities

• Manage comprehensive event logistics from venue selection and vendor coordination to on-site event execution.
• Create and maintain efficient systems including trackers, timelines, and standard operating procedures to optimize repeat events.
• Oversee financial processes such as managing budgets, purchase orders, invoicing, and reconciliations through platforms like Ramp and Zip.
• Coordinate procurement and delivery of promotional items and swag using services such as SwagUp.
• Collaborate with community partners, co-hosts, and agency teams to support successful programming and attendee engagement.
• Conduct post-event performance assessments analyzing attendance, participant feedback, and community impact to guide future events.
• Document event processes thoroughly using tools like Notion for consistent planning and knowledge sharing.
• Develop and maintain strong vendor relationships including contract management.
• Prepare and execute on-site event operations to ensure a welcoming and professional setting for participants and staff.
• Leverage artificial intelligence tools to enhance operational workflows, reporting, and system improvements.

Required Qualifications

• Demonstrated experience managing event logistics from planning through execution, ideally in community-focused environments.
• Outstanding organizational abilities with capability to manage multiple events and meet tight deadlines concurrently.
• Excellent communication skills, both verbal and written.
• Proficiency handling budgets, purchase orders, invoices, and vendor relations utilizing tools like Ramp and Zip.
• Willingness and availability to work onsite including possible evenings and weekends and flexibility to travel.
• Experience using collaboration and event management software such as Notion and Slack.
• Adaptability and composure under pressure with capability to handle ambiguous situations.
• Interest in employing AI technologies to streamline and improve workflows.

Preferred Experience

• Background in large-scale events, festivals spanning multiple days, or activations across various cities.
• Hands-on experience maintaining Notion databases, event trackers, and documentation.
• Prior involvement managing promotional materials and swag logistics.
• Familiarity with platforms including SwagUp, Ramp, and Zip for event facilitation.
• Strong interpersonal skills that promote a warm and professional atmosphere during live events.

Company Overview

Premier Talent Partners is a recruitment agency driven by a people-first, skills-based hiring philosophy. We specialize in placing candidates at all levels from entry to VP within sectors including Customer Success, Marketing & Sales, Finance & Accounting, HR, Operations, and Technology. Our scope includes contract, temporary, temp-to-perm, permanent placements, and employer-of-record services, with a commitment to equitable, inclusive employment practices nationwide.

Benefits and Additional Information

Eligible full-time employees may access medical, dental, vision insurance, paid time off, holidays, and other benefits subject to company policies. This is a contract position and does not typically include benefits unless mandated by law. We welcome applications from qualified candidates with prior arrest or conviction records in compliance with legal requirements and currently do not provide employment sponsorship.