Workplace Event Coordinator
WFA Digital Insight
The demand for experienced event coordinators is on the rise, with companies like Openai seeking professionals who can create seamless experiences. As the remote job market continues to grow, having a strong background in events and hospitality is crucial. With the rise of AI, companies are looking for individuals who can bring people together and create meaningful connections. Openai, a leader in AI research, is looking for a skilled Workplace Event Coordinator to join their team in San Francisco. Candidates should have a strong understanding of event planning, hospitality, and be able to work in a fast-paced environment. With a growing demand for event professionals, this role offers a unique opportunity to be part of a cutting-edge company.
Job Description
About the Role
The Workplace Event Coordinator is a key member of the Openai team, responsible for planning and executing internal events, recurring programs, team moments, and customer-facing engagements. This role requires a high level of organization, attention to detail, and excellent communication skills. As a Workplace Event Coordinator, you will have the opportunity to work with cross-functional teams, including Workplace, Culinary, AV, Security, and Executive Business Partners, to ensure that all events are well-coordinated and executed flawlessly.The ideal candidate will have a strong background in events, hospitality, or a related field, with at least 3 years of experience. You will be responsible for owning day-of logistics, including room bookings and setups, catering coordination, sign-in and guest flow, décor, entertainment, supply management, and AV touchpoints. You will also be required to maintain event calendars, run-of-show documents, checklists, and tooling that keep operations running smoothly.
What You Will Do
- Support the planning and execution of internal events, recurring programs, team moments, and customer-facing engagements
- Own day-of logistics, including room bookings and setups, catering coordination, sign-in and guest flow, décor, entertainment, supply management, and AV touchpoints
- Partner with cross-functional teams to keep programs aligned and well-coordinated
- Maintain event calendars, run-of-show documents, checklists, and tooling that keep operations running smoothly
- Provide warm, high-touch onsite hosting and troubleshoot issues in real time to ensure a smooth experience
- Support teammates during large-scale events and high-volume days
- Collaborate with teams across the company to ensure that each event feels polished, welcoming, and thoughtfully executed
- Manage multiple programs at once and track details across various planning stages
- Stay calm under pressure and enjoy rolling up your sleeves to solve problems
What We Are Looking For
- 3+ years of experience in events, hospitality, workplace operations, or a related field
- Warm, polished, and comfortable interacting with guests, cross-functional partners, and employees at all levels
- Exceptionally organized with strong attention to detail
- Comfortable managing multiple programs at once and tracking details across various planning stages
- Proactive problem-solver who stays calm under pressure and enjoys rolling up your sleeves
- Experience with tools like Google Workspace, Jira, Prismm, Swoogo, or event/ops systems is a plus
- Willingness to support occasional early-morning or evening events as needed
Nice to Have
- Experience working in a fast-paced environment
- Knowledge of event planning software and tools
- Certification in event planning or a related field
Benefits and Perks
- Competitive salary and benefits package
- Opportunities for professional growth and development
- Collaborative and dynamic work environment
- Access to cutting-edge technology and tools
- Flexible working hours and remote work options
- Comprehensive health and wellness program
- Generous PTO and vacation time
How to Stand Out
- Be prepared to provide specific examples of your event planning experience and how you handled challenging situations.
- Show a strong understanding of the company culture and values, and explain how you can contribute to them.
- Highlight your ability to work in a fast-paced environment and manage multiple projects at once.
- Demonstrate your knowledge of event planning software and tools, and explain how you have used them in previous roles.
- Be prepared to ask questions about the company and the role, and show your enthusiasm for the position.
- Make sure your portfolio and resume are up-to-date and tailored to the job description.
- Research the company's salary range and be prepared to negotiate your salary based on your experience and qualifications.
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