Guest Experience Program Coordinator

Location: Cupertino, CA (On-site)

Duration: 5-Month Contract

Pay Rate: $50.99/hour

Schedule: Average 30 hours per week; during active event periods, hours may increase to 40–50 hours per week, including weekends, early mornings, and evenings.

Overview

Our client is seeking an experienced Guest Experience Program Coordinator to support a world-class events team responsible for delivering exceptional experiences across high-profile corporate events, activations, conferences, and employee programs. This role serves as the operational backbone of the Guest Experience program, ensuring support teams are staffed, trained, informed, and prepared to execute seamless event experiences.

The ideal candidate combines exceptional organizational and administrative skills with a people-first approach to team coordination. This individual will oversee staffing logistics, scheduling, communications, onboarding, and event support operations while partnering closely with internal stakeholders to deliver memorable experiences for guests and team members alike.

Responsibilities

Program Coordination & Staffing Operations

• Develop and manage staffing schedules, role assignments, and deployment plans across multiple events and activations.
• Coordinate support teams ranging from small event crews to large-scale groups of 100 staff members.
• Maintain staffing rosters, availability records, certifications, event history, and related program documentation.
• Serve as the primary point of contact for support staff communications throughout the program lifecycle.
  
  

Administrative Support

• Provide direct administrative support to program leadership.
• Manage calendars, communications, scheduling, meeting coordination, and document preparation.
• Support planning efforts and maintain program records and operational documentation.
  
  

Training & Team Development

• Partner with leadership to develop and deliver training materials and onboarding programs.
• Facilitate pre-event briefings covering event procedures, guest experience standards, and role-specific responsibilities.
• Create communication strategies that keep team members informed, engaged, and prepared.
  
  

Event Operations & Logistics

• Coordinate event-day logistics including:
• Team check-in and deployment
• Transportation arrangements
• Lodging coordination
• Food and beverage logistics
• Accessibility accommodations
• Ensure all operational requirements are communicated and executed effectively.
• Support onsite event execution and rapidly address changing priorities as needed.

Program Management & Systems

• Maintain and manage program databases, reporting systems, and workforce tracking tools.
• Develop and implement time-tracking and reporting processes to ensure accurate and timely payroll submissions.
• Manage and maintain team communication platforms, event resources, and operational documentation.
• Monitor program effectiveness and recommend process improvements to enhance operational efficiency.
  
  

Cross-Functional Partnership

• Collaborate with stakeholders across creative, technical, operations, retail, legal, people, and business teams.
• Partner with internal teams to align staffing needs, event goals, and resource planning.
• Support team member selection and onboarding processes while ensuring compliance with company policies and program standards.
  
  

Team Engagement & Culture

• Foster a positive, inclusive, and high-performing team culture.
• Develop onboarding experiences, communication cadences, and engagement initiatives that strengthen team cohesion.
• Support recognition efforts and help maintain high levels of morale throughout the program.
  
  

Required Qualifications

• 4–6 years of experience in event coordination, hospitality management, staffing coordination, workforce planning, program administration, or related fields.
• Experience managing staffing schedules and resource allocation for teams ranging from small groups to large-scale events with 100 support staff.
• Experience developing and facilitating training programs and onboarding initiatives.
• Exceptional written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Proficiency with scheduling tools, spreadsheets, workforce management systems, and productivity applications.
• Familiarity with workforce planning processes and operational staffing models.
• Knowledge of California labor laws and scheduling best practices.
• Ability to work flexible hours, including weekends, early mornings, evenings, and extended hours during event periods.
  
  

Preferred Qualifications

• Experience supporting large-scale live events, conferences, hospitality programs, or guest experience initiatives.
• Familiarity with workforce management platforms, payroll systems, and event staffing operations.
• Experience maintaining employee databases, reporting systems, and operational documentation.
• Basic knowledge of HTML or web content management tools.
• Experience partnering with Legal, HR, Operations, and Event Production teams.
  
  

Key Competencies

• People-first leadership approach with a strong commitment to team engagement and guest satisfaction.
• Exceptional attention to detail and operational excellence.
• Ability to remain calm, organized, and solutions-oriented under pressure.
• Strong interpersonal skills with the ability to build trust across diverse stakeholder groups.
• Proactive problem-solving and sound decision-making abilities.
• High level of discretion and professionalism when handling confidential information.
• Adaptability and flexibility in dynamic, fast-paced environments.
• Strong sense of ownership and accountability.
  
  

Mathys Potestio is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive workplace where all individuals are treated with respect and dignity. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, ancestry, citizenship status, disability, medical condition, genetic information, marital status, veteran status, military service, or any other characteristic protected by applicable federal, state, or local laws.