Event program Coordinator

Client Worldwide Events Guest Experience Team Role

Job Description Key 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 and Client retail payroll systems 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

Job Summary

About the Team

The Client Worldwide Events Guest Experience team produces some of the most distinctive, high-stakes events in the world. We're a close-knit team that operates at the intersection of precision logistics and genuine human warmth and we care deeply about every person who walks through the door, whether they're a guest or a team member. This is a team that holds itself to an extraordinary standard and shows up for each other to meet it.

Overview

You'll be the operational backbone of the Client Worldwide Events Guest Experience team the person who ensures every event is staffed, briefed, and set up to deliver exceptional experiences. Working closely with the Guest Experience Manager, you'll coordinate the full Event Support program: managing schedules and training teams of 10 to 100 support staff, owning the logistics that make events run seamlessly, and keeping the program running with precision across live events, activations, and conferences at Client Park and beyond.

This role is as much about people as it is about operations. You'll be the primary point of contact for support staff from onboarding through event day building the systems, communications, and culture that keep teams motivated and ready to deliver. The pace flexes with the event calendar, and this role requires availability during weekends, early mornings, and extended hours throughout active event and production periods.

In this role, you will:

• Develop the overall team schedule, role allocations, and day-of support staff assignments across events, activations, and conferences at Client Park and other locations
• 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
• Own the design and maintenance of the Client Events platform for the Event Support Experience (ESE) website
• Own the team member selection process in partnership with Client Legal and People, ensuring alignment with Client policies and program goals
• Partner with internal Client teams from Creative to Retail to Tech to align on program vision, resource needs, and event execution
• 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.

Competencies

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

**Only those lawfully authorized to work in the designated country associated with the position will be considered.**

**Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client's business needs and requirements.**