Responsibilities

• Oversee organization and implementation of all internal and external events, live and virtual, hosted by VL (location, set-up, food, vendor relations, etc.)
• Work with Communications and marketing on development of concepts for events.
• Coordinated development of creative material (advertising, brochures, invitations, etc.) with the Communications and Marketing teams for each event
• Coordinate with Communications on press releases, social media posts and overall public relations plan for each event.
• Coordinate and manage the schedules and travel arrangements (accommodations, transportation, etc.) for visitors as needed.
• Research and develop opportunities for VL and BCC in surrounding communities as well as major industry relevant trade shows.
• Ensures all event expenditures are aligned with allocated budgets.
• Ensure smooth operation of the VL Santa Clara facility, including all exhibition space assets. This includes facilities maintenance and troubleshooting.
• Manage vendor relationships and coordinate with internal and external providers to resolve issues.
• Provide guidance to visitors and occupants of the shared office space and ensure they are familiar with our policies.
• Manage VL supplies, purchase orders, invoicing and various office procedures required to manage the VL space and events.
• Oversee and coordinate all arrangements for in-house meetings for clients, business partners, and guests.
• Manage all meeting space calendars and use of shared offices by approved occupants.
• Maintain visitor sign-in system and visitor data log.
• Support the VL team on additional projects and programs as assigned.
• Adhere to all company policies and procedures including IATF16949 and ISO14000 related policies as applicable.
• General administrative duties including copying, filing, receiving mail and deliveries, etc.
• Answering and directing incoming calls in a professional and hospitable manner
• Ensure that shared office use guidelines and safety procedures are observed
• Perform all job-related tasks as assigned.

Pay Scale

• In the spirit of pay transparency we are excited to share the base salary for the position is $54,000-$64,800, exclusive of fringe benfits or potential bonuses

Qualifications

• Associates Degree with focus in advertising, marketing, or communications preferred
• Minimum of 2 years combined project management, customer relations, or communications required
• Excellent verbal and written communication skills, including the ability to communicate effectively in front of Executive-level audiences
• Strong organizational skills and attention to detail
• Strategic thinking and project/event planning
• Ability to juggle multiple tasks throughout the day
• Proven ability to establish project/event-planning procedures and guidelines
• Ability to work both independently and as part of a diverse, multilingual team
• Solution oriented problem-solving skills
• Proactive, positive, and friendly demeanor
• Bi-lingual in Japanese preferred
• Proficiency in MS Office
• Possess a valid driver’s license and an acceptable driving record
• Possess mental faculties consistent with performing at least the minimum essential functions of the job required
• Ability to travel up to 25%