Freelance In-Person Event Specialist - Palo Alto, CA

Visit.org•Palo Alto, CA

20h•Onsite

About The Position

Visit.org is looking for an experienced, responsible, and driven Freelance Event Specialist, Palo Alto, CA to help manage the logistics of upcoming in-person events. The ideal candidate will be based in Palo Alto, CA, and possess corporate event experience, an entrepreneurial spirit, a passion for Visit.org's mission, and the energy and discipline to thrive in a start-up tech environment. Visit.org connects companies with thousands of curated social impact team experiences, led by and benefiting local nonprofits, across 90+ countries. We serve leaders in HR, CSR, and Meetings & Events, providing scalable content for purpose-driven employee and client engagement. Notable clients include Colgate, Paramount, Visa, Ancestry, and Tommy Bahama.

Requirements

Fluency in English and strong communication skills.
Based in Palo Alto, CA.
Schedule flexibility with availability to work on a contract per-event basis, as needed.
Experience in complex, large-scale events and smaller executive-level intimate events.
Proven experience in executing events at the highest level and continuously improving content and customer experience.
Resourcefulness, ability to exhibit grace under pressure, and solutions-mindedness in ambiguous situations.
Quick thinker capable of on-the-fly problem-solving.
Self-starter who is organized and detail-oriented.
Enjoy building relationships with customers and providing excellent customer service.
Experience with group facilitation and managing group dynamics.
Ability to work flexible hours, including nights and weekends, as needed.
Willingness and eagerness to travel to various areas of the local region.
Strong interpersonal and customer service skills, especially in fast-paced situations.
Ability to wear many hats and take on varied tasks and projects.
Comfort being present and interacting with large crowds.

Responsibilities

Be the day-of, hands-on representative at in-person events, managing logistics for team-building, social impact activities, and events.
Participate in virtual planning meetings with corporate partners, nonprofit partners, and Visit.org event staff.
Take ownership of in-person events: on-site setup, coordination with the on-site team, tear-down, site clean-up, problem-solving, and ensuring a high-quality customer experience.
Act as the Visit.org representative, leader, and problem-solver at events.
Align roles and responsibilities with the onsite team, including event hosts, nonprofit organizations, venues, additional staff, and corporate partners.
Manage the check-in process for in-person events, providing a warm and friendly welcome.
Problem-solve issues such as missing supplies, late staff, or technology challenges.
Escalate issues to the Events Team when necessary for informed decision-making or assistance.
Send consistent updates, photos, and videos to the Events Team throughout the event.
Oversee breakdown after the event, assisting with site clean-up and repackaging/shipping materials back to the distribution center.
Pack supplies and add shipping labels, which may include loading boxes.