Event Coordinator

Event Coordinator
Location: Onsite in Cupertino, CA
Schedule: 30 hours
Duration: 5 months
Pay: $48-$50.99 DOE

The Planet Group is looking for an Event Coordinator to join our well-known Fortune 500 client on a 5-months contract, working an onsite schedule in Cupertino, CA.

Event Coordinator | Qualifications:

• 4-6 years of experience in event coordination, hospitality management, staffing coordination, or program administration
• Demonstrated experience managing schedules and staffing rosters for teams of varying sizes -- from intimate activations to large-scale events with 100+ support staff
• Proven ability to develop and deliver training content; experience facilitating sessions for support staff and Leads
• Excellent written and verbal communication skills, with the ability to convey expectations clearly to large, diverse teams
• Strong proficiency in scheduling tools, Numbers, shared spreadsheets, and workforce management platforms; familiarity with HTML is a plus
• Familiarity with People Planning and Ops (PPO) and California labor laws
• Flexible schedule with availability to support events on weekends, early mornings, and evenings -- this is a consistent requirement of the role, not an exception

• People-first mindset with the ability to motivate, mentor, and maintain high energy throughout the event
• Highly organized, detail-oriented, and proactive -- anticipates needs and follows through with precision
• Calm under pressure with the composure to adapt quickly to ambiguity and last-minute changes
• Clear, confident communicator who instills trust across support staff, vendors, and internal partners
• Drives vision and purpose -- connects day-to-day work to the broader program mission
• Obsesses over the participant and guest experience at every touchpoint; fights for excellence
• Learns on the fly -- quickly absorbs complexity and applies it in real time
• Listens actively, challenges constructively, and commits fully once a path is set
• Discretion and integrity in handling sensitive scheduling and personnel information
• Self-starter with a willingness to take ownership and grow in a dynamic environment

Event Coordinator | Description:

• Develop the overall team schedule, role allocations, and day-of support staff assignments across events, activations, and conferences.
• Provide direct administrative support to the Guest Experience Manager, including calendar management, communications, and document preparation
• Collaborate to design and deliver training content for Support Staff and Leads.
• Facilitate pre-event briefings covering event protocols, guest experience standards, and role-specific responsibilities.
• Maintain the Support Staff database -- contact information, availability, certifications, and event history -- and serve as the primary point of contact for all team member communications
• Develop and implement time tracking and reporting to ensure timecards are entered correctly and on time
• Coordinate event day logistics -- check-in, deployment, transportation, lodging, and food and beverage -- and ensure all accessibility requirements are identified, communicated, and in place across every event
• Foster team cohesion and morale: build onboarding experiences, check-in rituals, and communication cadences that help support staff feel connected and energized throughout the program