Job Description

Client: Sister Company to Fortune 100 Tech Client

Title: Event Planner

Location: Redwood City, CA - Hybrid 3 days / week + travel

Contract Duration: Through EOY - Potential push to 1/31

Years of Experience Required: 5+ years of Corporate Event Planning (Events for external partners and clients)

Job Description:

The Meetings Team at our Client's plays a crucial role in fostering collaboration and knowledge-sharing within and across the scientific communities that our client funds and supports. Through strategic planning and execution of meetings, workshops, and hackathons, we help the our Client Science and Technology Teams to advance biomedical research and innovation.

At our client's, they recognize that the challenges in biomedical science are complex, and solving them requires different kinds of expertise and productive communication across disciplines. By curating impactful convenings, we bring together leading minds from various fields to accelerate discovery and drive meaningful scientific progress.

• As an Event Planner, you will work closely with the Senior Director of Events & Engagement, fellow Event Planners, and broader client teams to plan and execute high-quality scientific convenings.
• Your role will involve coordinating logistics, managing participant communication, overseeing travel arrangements, and ensuring seamless event execution. A strong interest in science and research is highly preferred for this position.
• Requiring at least three days on-site per week, with increased on-site presence during event weeks - The position may also involve up to 50% travel and occasional work on evenings and weekends.

Key Responsibilities

• Plan and execute multi-day, in-person scientific events, including grantee meetings, workshops, and hackathons.
• Lead planning meetings, develop event timelines, and coordinate logistics with our Client's program staff to ensure timely execution within budget.
• Serve as the primary point of contact for internal stakeholders, meeting attendees, and external partners.
• Manage all logistical aspects of events, including registration, attendee tracking, presentation materials, participant travel and lodging, and budget oversight.
• Liaise with vendors, negotiate contracts, and oversee vendor relationships to ensure high-quality service.
• Lead on-site event production and coordination, including venue setup, guest reception, vendor management, and troubleshooting as needed.
• Collaborate with the broader Events & Engagement Team to support additional initiatives as required.

Qualifications & Experience

• 5+ years of experience planning and executing high-profile, multi-day, in-person events of varying scales.
• Strong understanding of event management principles, operations logistics, and event technology.
• Proven ability to prioritize, manage shifting priorities, and handle multiple time-sensitive projects simultaneously.
• Strong ability to communicate effectively with diverse stakeholders, including executives, vendors, and event participants.
• Proficiency in Microsoft Office Suite and Google Workspace. Familiarity with Airtable is a plus.
• Certified Meeting Professional (CMP) certification or similar credentials preferred.

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