Corporate Event Planner

Project Coordinator – Meetings & Events

Location: Fremont, CA (Onsite)

Contract Duration: Approximately 3 months

Pay Rate: $39.35/hour

Job Summary

• We are seeking an organized and customer-focused Project Coordinator with experience supporting corporate meetings and events. This role will be responsible for coordinating event planning, logistics, vendors, budgets, communications, and onsite execution to ensure meetings and events are delivered smoothly and effectively.

• The ideal candidate is highly organized, detail-oriented, service-oriented, and comfortable managing multiple priorities while working with executives, internal teams, vendors, and other stakeholders.

Key Responsibilities

Event Planning & Coordination

• Plan, coordinate, and execute corporate meetings, conferences, town halls, training sessions, employee engagement activities, and special events.

• Develop and maintain event timelines, project plans, agendas, schedules, and deliverables.

• Coordinate onsite, virtual, and hybrid events across various locations.

• Manage registration processes, attendee communications, invitations, and event materials.

• Ensure events align with organizational standards, branding, and objectives.

Budget & Financial Management

• Develop and monitor event budgets and ensure cost-effective use of resources.

• Track expenses and reconcile event costs.

• Coordinate vendor invoices and payments.

• Assist with negotiating vendor pricing and service agreements.

• Ensure event spending remains within approved budgets and company policies.

Venue & Vendor Management

• Research and coordinate meeting venues, conference facilities, and event spaces.

• Coordinate catering, audiovisual services, transportation, lodging, and other event-related services.

• Establish and maintain relationships with vendors and service providers.

• Review vendor agreements and coordinate contracts in accordance with procurement requirements.

Event Logistics & Operations

• Coordinate room setups, seating arrangements, signage, registration, and attendee support.

• Manage technology requirements, including audiovisual equipment, virtual meeting platforms, and live-streaming services.

• Develop contingency plans and troubleshoot issues during events.

• Conduct site visits and assist with post-event evaluations.

Communication & Stakeholder Support

• Serve as a primary point of contact for event stakeholders, executives, attendees, vendors, and internal teams.

• Communicate event details, schedules, expectations, and updates effectively.

• Prepare invitations, promotional materials, surveys, and other event communications.

• Support executive and leadership meetings with professionalism, discretion, and attention to detail.

Reporting & Continuous Improvement

• Track event attendance, participation, engagement, expenses, and other key metrics.

• Collect and analyze attendee feedback.

• Prepare post-event reports and recommendations.

• Identify opportunities to improve event processes, efficiency, and attendee experience.

Required Skills & Qualifications

• 3+ years of experience planning or coordinating corporate meetings and events.

• Strong organizational and project coordination skills.

• Excellent customer service and relationship-building abilities.

• Strong communication and collaboration skills.

• Experience coordinating vendors, budgets, contracts, and event logistics.

• Ability to manage multiple projects and priorities in a fast-paced environment.

• Strong problem-solving and troubleshooting abilities.

• Exceptional attention to detail and time management skills.

• Proficiency with Microsoft Office applications.

• Familiarity with virtual meeting platforms, event management tools, and registration systems.

Education

• Bachelor's degree or equivalent experience in Event Management, Hospitality, Business Administration, Communications, or a related field preferred.

Pride Global offers eligible employee's comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Equal Employment Opportunity

Pride Global and its affiliates are an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment

Pride Global and its affiliates are a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.