Event Planner

Apex Systems is looking for an Event Planner to work with our exclusive non-profit client. Please apply if interested in the role and send your resume over to tlindsey@apexsystems.com

Title: Event PlannerPay Rate: $45+/hourDuration: 6-9+months contract on a W2 Location: 1180 Main St Redwood City CA 94063 (Flexible Hybrid Days!)Client: Chan Zuckerberg Initiative https://chanzuckerberg.com/

Job DescriptionAs an Event Coordinator, you will be a valuable player on the team. You will assist in executing exciting events throughout CZI buildings. You will get to create memorable experiences while having the opportunity to partner with multiple teams within the overall Chan Zuckerberg team. Do you enjoy coordinating logistics? Planning & organizing? Working with a budget? Full of creative ideas? We want to hear from you!

The Event Coordinator for Central Events will work closely with Event Planners, and members of the broader CZI team to support the planning, production, and execution of multiple events. This includes scheduling planning meetings, coordinating event logistics, ordering and shipping of swag and meeting supplies, preparing meeting materials, staffing registration desks, representing the team, and more. Support broader organizational goals at the Chan Zuckerberg Initiative, including weekly meetings with the Facilities team to assess priorities and manage projects, and supporting other high-priority projects as needed.

Samples of events: Weeklong Company Wide Programming, Team Building, All-Hands, Lunch & Learns, DEI Heritage Months, Science Convenings

ResponsibilitiesEvent Coordination: Assist with scheduling weekly and bi-weekly planning meetings across various teams for Organization-wide eventsSupport the design, ordering, and management of meeting-related swag itemsTrack, manage, and organize meeting-related supplies and swag inventoryCoordinate event logistics, including setup and breakdown with help from other Facilities membersEvent Production: Foster relationships with various vendors, vendor negotiations, and event contracts Act as onsite POC to coordinate and oversee vendor load-in, set-up, and strikePartner with Workplace, Security, and other internal partners to ensure all stakeholders are well-informed of onsite logisticsCreate printed collateral for various events such as signage, posters, and handoutsBudget tracking, ensuring events are within budgetCreate, print, and manage attendee badgesCoordinate and execute printing and print-related tasks for convenienceAssist with the creation of Runs of Show and Presentation DecksEvent Execution: Front-of-house support during in-person meetingsPoint person for Registration Desk staffing during in-person meetingsRepresent the team, point of contact for questions from meeting participants and external vendorsAssist with back-end support during virtual or hybrid meetings, such as preparing breakout rooms, polls, sharing presentations, spotlighting speakers on ZoomTrack and gather results from each event and incorporate key learning in event recaps to develop successful future events

Desired Skilled & Experience:Have an enthusiastic and effective presence with the ability to be flexible with change while remaining calm, thinking quickly on your feet when issues arise2+ years of experience in coordinating and supporting high-profile, multi-day, in-person events of various scopeComprehension of the principles and best practices of event coordination and operations logisticsAbility to work both independently and as part of a teamAbility to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlinesStrong interpersonal, communication, time management, and customer service skills. Must be organized, detail-oriented, and solution-focusedAbility to interact and communicate effectively with individuals at all levels of the organization as well as with external partners, vendors, and service providersFamiliarity with Zoom and Google Suite (especially Forms)Experience with Jira, Asana, and Salesforce is a plus.Ability to lift and carry up to 50 pounds