Event and Office Coordinator

Zymo Research Corporation•Tustin, CA

2d•Onsite

About The Position

Zymo Research is looking for a dynamic individual to join our Event Planning Team! The Event & Office Coordinator is responsible for planning, coordinating, and executing trade shows, conferences, corporate events, and internal company functions. This role ensures seamless event operations from start to finish while partnering with internal teams, vendors, and external partners. The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced, entrepreneurial environment. In addition to event planning responsibilities, this position supports general office administration to ensure smooth day-to-day operational workflows. Join us in making a meaningful impact!

Requirements

Exceptional organization, prioritization, and time-management skills.
Strong written and verbal communication skills for vendor and team coordination.
Ability to manage multiple projects simultaneously with a high level of accuracy.
Positive, collaborative, and solutions-oriented mindset.
Valid driver's license and ability to travel for events (up to ~5%).
Ability to work onsite and occasionally support early morning, evening, or weekend event schedules.
Ability to lift up to 50 lbs for event setup.

Nice To Haves

1+ year experience in event planning, trade shows, conferences, or related roles.
Experience with Microsoft Office (Excel, Word, PowerPoint, SharePoint).
Familiarity with CRM systems, project management tools, Adobe Illustrator/Photoshop, or marketing workflows.
Experience in fast-paced, deadline-driven environments.

Responsibilities

Plan, organize, and oversee all aspects of trade shows, conferences, and company events from concept through execution.
Develop event timelines, budgets, and project plans; track expenses, manage purchase orders, and reconcile costs.
Secure venues and negotiate contracts with exhibitors, vendors, and service providers.
Coordinate all logistics, including booth design, floor plans, shipping, installation, and dismantling.
Prepare event materials such as signage, badges, exhibitor packets, collateral, and giveaways.
Maintain event documentation, schedules, contracts, contact lists, and vendor databases.
Manage marketing collateral inventory and ensure all branding materials are prepared and available.
Partner with marketing and sales teams to align event goals with brand, customer engagement, and revenue objectives.
Lead on-site event operations, including setup, teardown, staffing coordination, and troubleshooting.
Manage attendee experience, traffic flow, customer interactions, and booth performance.
Oversee audiovisual, catering, décor, and exhibitor requirements as needed.
Provide real-time issue resolution to ensure seamless execution.
Serve as a primary point of contact for internal teams, vendors, venues, and exhibitors.
Provide clear communication, onboarding, updates, and support leading up to and during events.
Arrange travel, lodging, and transportation for staff and event personnel.
Ensure compliance with all venue, safety, insurance, and regulatory requirements.
Track event metrics including attendance, engagement, leads, and ROI.
Prepare post-event reports summarizing performance, successes, and improvement opportunities.
Facilitate lead capture, post-event surveys, and lead distribution workflows.
Support or deliver training on event logistics, booth setup, brand and messaging standards, customer engagement, safety protocols, and the use of event tools (e.g., scanners, CRM apps, lead retrieval systems).
Provide guidance on vendor rules, exhibitor expectations, and post-event procedures.
Support general office operations to maintain a well-organized, efficient working environment.
Assist with scheduling, administrative coordination, and internal communication.
Manage office supplies, inventory, vendor services, and facility maintenance requests.
Help coordinate internal meetings, onsite visits, and company-wide functions.
Assist with document organization, record-keeping, and routine administrative reporting.