Event Coordinator

San Jose, CA, USA|Onsite

Job Overview

Employment Type

Temporary

Hourly

Compensation

Hourly

Range $35.00 - $37.00

Work Schedule

Standard Hours

Benefits

competitive salary

Paid Time Off

Health Insurance

Dental Insurance

Vision Insurance

Professional development opportunities

collaborative work environment

Job Description

The company hiring for this Training Coordinator position is based in Foster City, CA, and specializes in Commercial Learning and Development. This organization plays a crucial role in the commercial training sector, focusing on developing and delivering high-impact learning initiatives that drive employee growth and business success. It is a dynamic workplace that values excellence in project management and event coordination, particularly within the realm of corporate training events such as new hire orientations and leadership development sessions. They foster a collaborative environment where cross-functional teamwork and stakeholder engagement are key to success. This opportunity is an 18-month contract role, designed for a motivated professional eager to make a significant impact through effective training event planning and execution. The role offers competitive compensation, with hourly pay ranging between $35 and $37 on a W2 basis.

As a Training Coordinator, you will be the central figure orchestrating the logistical frameworks for key US Commercial training events. Your responsibilities will encompass not only the execution of these events but also strategic planning and project management initiatives that align with the company’s broader learning goals. This role requires a seasoned professional who can simultaneously manage the nuances of event logistics and maintain a high level of communication and reporting to senior leadership. You will lead projects from inception to successful delivery, ensuring stakeholder satisfaction and flawless event execution. The ideal candidate will have excellent negotiation skills for vendor contracts, proficiency in managing food, beverage, and audio-visual aspects of training events, and the ability to leverage analytical tools for process improvement. Additionally, this role demands active engagement with cross-functional partners to synchronize event priorities, mitigate risks, and streamline operational workflows.

The Training Coordinator also carries a strategic influence in the organization by evaluating and refining standard operating procedures and mentoring colleagues in event planning best practices. Your contribution will extend beyond logistics, making a meaningful difference in the overall learning experience and organizational effectiveness. This opportunity is perfect for those who thrive in a fast-paced, collaborative environment and have a passion for elevating training initiatives through meticulous planning and execution. Ultimately, this position is a pivotal role that drives the success of key training events that empower new hires and leaders, blending creativity, analytical thinking, and operational excellence for tangible business outcomes.

Job Requirements

Bachelor’s degree or equivalent experience
Minimum 3 years of experience in event planning and project management
Experience with commercial learning and development or corporate training environment
Strong communication and organizational skills
Ability to manage multiple projects simultaneously
Proficiency in negotiation and contract management
Experience working with vendors and internal teams
Ability to prepare and deliver executive reports
Comfort with process improvement tools such as root cause analysis and process mapping
Must be located in or willing to work in Foster City, CA
Available for an 18-month contract
Able to work full time at an hourly rate of 35 to 37 dollars

Job Qualifications

Bachelor’s degree or equivalent experience in related field
Proven experience in event planning and project management within corporate training or commercial learning environments
Strong analytical and strategic thinking skills
Excellent communication and stakeholder engagement abilities
Proficiency in vendor negotiation and contract management
Ability to manage multiple projects and deadlines effectively
Experience with process mapping and root cause analysis tools
Familiarity with training event logistics including audio-visual, food and beverage management
Comfortable providing executive level updates and reports
Skilled in collaboration and cross-functional team coordination

Job Duties

Lead projects to successful delivery while providing an exceptional stakeholder experience
Engage stakeholders to align project priorities, coordinate interdependencies, and navigate risks
Deliver an exceptional quality of executive level updates to senior management on a reoccurring basis
Lead process assessments while leveraging tools, such as process mapping and root cause analysis
Manage and execute training events and ad hoc training meeting requests
Partner with stakeholders on training event planning (new hire training and leadership training, etc.) to ensure business needs are met
Execute RFPs, venue sourcing and site selection for best fit locations and evaluate vendor services and venues according to industry standards and stakeholder requirements
Effectively negotiate contracts for hotels, venues and vendors
Manage all food and beverage for events (hotels, caterers, restaurants, etc.)
Source and oversee vendors for all production and audio-visual elements appropriate for events
Develop and manage project timelines and action plans in collaboration with cross-functional partners
Interface with internal training teams and external vendors to keep projects on track and meet deadlines
Produce pre-event communications (including websites and onsite materials), and post-event analysis including event analytics, identify gaps and areas of opportunities through debriefs and surveys
Drive recommendations for change to streamline and improve efficiencies
Registration management (invite lists, attendee management, rooming lists, name badges/placecards)
Manage planning meetings that involve cross-functional teams
Vendor management to ensure vendor deliverables and timelines are met
Evaluate and establish procedures relating to SOP maintenance around key activities for events to improve overall efficiencies, streamline execution and measure effectiveness
Mentor colleagues (as needed) on event planning, logistics and project management
Have responsibility for strategic projects that impact the broader team and organization