Events Coordinator

Ebates – San Mateo, CA

The Events Coordinator (for Ebates Group) will help with all aspects of event planning including internal and external events, our participation in conference related events and offsite trips. The ideal candidate is an experienced, reliable professional with the ability to manage administration and logistics of numerous one-time events. A confident, thorough individual who is a perfectionist and will see a job through to conclusion. Someone who provides outstanding customer service, is enthusiastic and can build relationships with internal and external customers. Excellent verbal and written communication required.

The Events Coordinator (for Ebates Group) will operate as a member of our Events team and report to the Manager, Events and Experiences. This individual will be located in our San Mateo office.

Day to Day

  • Assisting with all event aspects from start to finish across North America, alongside the Manager, Events and Experiences
  • On-site assistance at internal events in our two offices within the Bay Area
  • Assisting with vendor contracts, booking event space, arranging food and beverage, ordering supplies and signage
  • Sourcing, negotiating and securing hotel room blocks
  • Researching and arranging transportation when required
  • Serving as a liaison with vendors on event-related matters
  • Channeling event contracts through for necessary internal approvals
  • Managing guest lists, tracking RSVPs, communicating guest logistics, etc.
  • Creating and distributing event listing pages for internal teams and communicating event details ahead of time with them
  • Communicating with the marketing team for them to create effective advertisements for each event including name tags, event posters/signage, pull-up banners, etc.
  • Working with outside promotional companies to source, develop, and brand promotional items for conferences, events, sales meetings, client gifts.
  • Managing and overseeing events on the day of as required, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organizing deliveries/vendors
  • Adhering to event budgets and track costs accordingly
  • Anticipating and planning for different scenarios
  • Planning multiple events at one time
  • Coordinate deliveries and shipping at Bay Area location, re: gifts, promotions, etc.
  • Some travel may be required
  • Big Picture

    You will be instrumental in planning and facilitating stellar client and employee [start to finish] experiences from an events perspective on behalf of the Ebates Group. Demonstrating company values are expected as you work cross functionally with various teams. Ebates strives to provide top notch experiences, with attention to detail and creativity. You will have the opportunity to present your ideas, concepts and planning to the team for a collaborative approach to success and growth.

    Skills and Capabilities:
  • Technical Expertise: Excellent verbal and written skills. Master of multitasking.
  • Market Insight: Staying on top of trending event components: swag, engagement pieces, vendors, etc.
  • Results Orientation: Building relationships with internal and external stack holders. Assessing engagement/run of show and adjusting onsite or future events to continually raise the bar
  • Impact: Passion for successfully serving our clients and employees
  • Collaboration: Positive cross functional partnerships to work effectively with peers and partners inside and out of the Ebates Group
  • Team Leadership: Success in developing positive relationships and collaborations. Bringing experience, skills and enthusiasm to the table to encourage others and knowledge share
  • Cultural Competency: Ability to work and thrive in a diverse environment and open to learning from your daily interactions
  • About You

  • Passionate about events and creating memorable experiences
  • Enjoy the expect the unexpected aspect of events
  • Appreciate the opportunity to be creative and bold
  • Are naturally motivated to work hard, learn and grow in the workplace
  • Possess a desire for seeking out new experiences, knowledge and candid feedback and an openness to learning and change
  • Have the ability to gather and make sense of information that suggests new possibilities
  • Qualifications:
  • Must have three-plus (3+) years in event planning
  • BA Degree or equivalent experience is preferred
  • Must have experience in planning B2B events and conferences
  • Excellent written and verbal communication skills
  • Superior organizational skills, attention to detail and an ability to be proactive and anticipate needs
  • Ability to multi-task and prioritize in a fast-paced environment
  • Ability to perform duties in an efficient, positive, professional and courteous manner
  • Ability to work under strict deadlines
  • Collaborate and build relationships across divisions, departments and locations
  • Must have a sense of urgency and initiative
  • Shows initiative, is a self-starter and needs little supervision
  • Proficient in MS Office: Word, PowerPoint, Excel, Outlook, Box, Google sheets
  • Only qualified applicants will be contacted.

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