Events & Operations Specialist

Sunnyvale, CA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $41.00 - $51.00

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Retirement Plan

Paid Time Off

bonus program

equity

Job Description

Rivian and Volkswagen Group Technologies is an innovative joint venture combining the expertise and resources of two industry leaders in the automotive sector. This partnership is dedicated to pioneering the next generation of automotive technology, particularly focusing on electric vehicles and software-defined vehicle platforms. Their expertise spans multiple domains including operating systems, zonal controllers, cloud computing, connectivity, artificial intelligence, and security, all aimed at shaping the future of sustainable and intelligent transportation globally. Located in Palo Alto, California, their office represents a hub where technology and innovation converge to map a new path forward in the mobility industry. This environment is designed to foster collaboration, cutting-edge developments, and a progressive corporate culture that values diversity and inclusion. The company offers full-time employment with a competitive salary range of $41 to $51 per hour, along with equity and bonus opportunities, aligning compensation with experience, skills, and market standards. The position is a hybrid role, requiring the specialist to work from the Palo Alto office three days a week, balancing remote flexibility with in-person collaboration.

The role of Events & Operations Specialist at Rivian and Volkswagen Group Technologies is a crucial and high-visibility position tasked with managing and elevating the entire lifecycle of executive visitor engagements, partner interactions, and internal team events. This specialist will be responsible for coordinating a wide variety of events ranging from VIP visits and leadership summits to company-wide all-hands meetings and social gatherings like team happy hours. The ideal candidate is highly organized, detail-oriented, and driven by a passion for creating exceptional, seamless experiences for high-profile stakeholders. Key responsibilities include end-to-end event management, VIP and visitor logistics, vendor and venue coordination, communication and material preparation, budget oversight, and ensuring compliance with safety protocols.

This role also serves as a critical backup to the Senior Leadership Administrative Partners, providing administrative assistance such as managing executive calendars, booking complex travel, handling expense reports, preparing meeting materials, and maintaining confidentiality around sensitive business matters. The Events & Operations Specialist bridges event planning with executive support, making it ideal for a proactive professional who thrives in dynamic environments and takes pride in impeccable execution and hospitality. The position demands strong interpersonal skills, the ability to multitask complex projects, and agility in responding to evolving priorities within a fast-paced technology-driven company. Candidates will find this opportunity rewarding as they contribute directly to fostering relationships, supporting leadership, and driving the success of strategic company events that connect diverse teams and key partners worldwide. With a comprehensive benefits package and an inclusive culture committed to diversity and equal opportunity, Rivian and Volkswagen Group Technologies offer a progressive career path for individuals passionate about innovation, operational excellence, and impactful event management.

Job Requirements

bachelor's degree or equivalent experience
4-5 years of relevant experience in corporate event planning hospitality or executive administrative support
experience in tech or similarly fast paced environments preferred
strong organizational and multitasking abilities
excellent communication skills both written and verbal
proficiency in productivity software such as Google Workspace or Microsoft 365
ability to manage budgets and negotiate with vendors
high level of discretion and confidentiality
ability to work in a hybrid work environment based in Palo Alto California
willingness to provide executive administrative backup support as needed

Job Qualifications

4-5 years of experience in corporate event planning hospitality or executive administrative support ideally in a fast paced or tech environment
proven track record of successfully planning and running corporate events from start to finish
strong project management skills with ability to keep multiple events organized simultaneously with high attention to details
a hospitality mindset and white glove approach with genuine enjoyment in taking care of people anticipating needs before they arise and solving problems on the fly
excellent communication skills with confidence to interact professionally with senior executives and high profile guests
experience managing budgets and negotiating contracts with external vendors
proficiency with productivity tools Google Workspace or Microsoft 365 expense software and project management tools
high discretion and experience handling confidential information and high sensitivity situations

Job Duties

conceive plan and run internal and external events including executive offsites leadership summits team happy hours and company all hands meetings
handle travel lodging meeting schedules and on site details for visiting executives partners and VIP guests
research book and negotiate contracts with venues caterers AV production crews and transportation services
create and distribute all communication and event material including polished event schedules welcome packets and briefing documents for attendees
manage the budgets for events and visitor programs ensuring high quality experiences while keeping costs tracking to plan
ensure visitor events comply with building security and safety protocols and collaborate with internal teams for smooth execution
act as the primary backup for the Executive Assistant team supporting executive leaders during peak times vacations or leaves of absence
assist with managing complex calendars and booking domestic or international travel
handle expense reports accurately and on time and manage vendor invoices or payments
help organize meeting agendas prepare presentation slides and compile briefing materials
maintain strict privacy regarding sensitive business discussions and executive data
take on occasional administrative projects to help the leadership team run smoothly