Project Coordinator

Candidate needs to work onsite at Fremont CA, Mon-Fri(8AM-5PM) PST.

Summary

:The Meetings and Events Planner is responsible for the planning, coordination, and execution of corporate meetings, conferences, executive events, employee engagement activities, training sessions, and special events. This role serves as the primary point of contact for event logistics, vendor management, budgeting, and stakeholder communication to ensure successful and seamless event experiences that support organizational objectives

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Dutie

s:Event Planning and Managemen

• t:Plan, coordinate, and execute a wide range of corporate meetings, conferences, town halls, training sessions, employee appreciation events, and special program
• s.Manage event timelines, project plans, and deliverables to ensure all milestones are completed on schedul
• e.Coordinate onsite, virtual, and hybrid events across multiple location
• s.Develop event agendas, schedules, registration processes, and attendee communication
• s.Ensure events align with company standards, branding, and business objective

s.Budget and Financial Managemen

• t:Develop and manage event budgets, ensuring cost-effective use of resource
• s.Track expenses and reconcile event cost
• s.Process vendor payment
• s.Negotiate pricing and service agreements with vendors to maximize value and stay within budge

t.Venue and Vendor Coordinatio

• n:Identify and secure meeting venues, conference facilities, and event space
• s.Coordinate catering, audiovisual services, transportation, lodging, entertainment, and other event-related service
• s.Manage relationships with vendors, suppliers, and service provider
• s.Review and negotiate contracts while ensuring compliance with company procurement policie

s.Logistics and Operatio

• nsOversee all event logistics, including room setups, seating arrangements, signage, registration, and attendee suppor
• t.Coordinate technology requirements such as audio/visual equipment, live streaming, and virtual meeting platform
• s.Develop contingency plans and resolve issues quickly during event
• s.Conduct site visits and post-event evaluation

s.Communications and Stakeholder Manageme

• ntServe as the primary liaison between event sponsors, executives, attendees, vendors, and internal team
• s.Communicate event details, expectations, and updates to stakeholder
• s.Create promotional materials, invitations, surveys, and event-related communication
• s.Support executive meetings and leadership events with a high level of professionalism and confidentialit

y.Reporting and Continuous Improveme

• ntCollect and analyze event feedback and participation metric
• s.Prepare post-event reports and recommendations for future improvement
• s.Track event attendance, engagement, budgets, and overall program effectivenes
• s.Identify opportunities to enhance the attendee experience and improve event processe

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Core Skill Competenci

• es:Event Planning & Execution, Project Management, Budget Administration, Vendor Negotiation, Customer Service, Problem Solving, Communication & Collaboration, Time Management, Strategic Planni

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Required Qualificati

• ons:Bachelor's degree or equivalent in Event Management, Hospitality, Business Administration, or Communicati
• ons.3 years of experience planning corporate meetings and eve
• nts.Strong project management, organizational, and multitasking ski
• lls.Experience managing budgets, contracts, and vendor relationsh
• ips.Proficiency with Microsoft Office, virtual meeting platforms, event management tools, and registration syst