Freelance In-Person Event Specialist - Saratoga Springs, NY

Visit.org•Saratoga Springs, NY

7d•Onsite

About The Position

Visit.org is seeking an experienced, responsible, and driven Freelance Event Specialist based in Saratoga Springs, NY, to manage the logistics of upcoming in-person events. This role requires corporate event experience, an entrepreneurial spirit, passion for Visit.org's mission, and the ability to thrive in a start-up tech environment. Visit.org connects companies with curated social impact team experiences led by local nonprofits, offering scalable content for purpose-driven employee and client engagement. The Event Specialist will be the on-the-ground representative, ensuring smooth execution of events, managing setup, tear-down, problem-solving, and maintaining a high-quality customer experience.

Requirements

Fluency in English and strong communication skills.
Based in Saratoga Springs, NY.
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.
Shown experience in executing events at the highest level and continuously raising the bar on content and the customer experience.
Resourcefulness, have the ability to exhibit grace under pressure, and be solutions-minded in ambiguous situations.
Quick thinker — in the life of events, we have a back-up plan for the back-up plan; you can problem-solve on the fly.
Self-starter who is organized and detail-oriented.
You love building relationships with customers and enjoy customer service.
Experience with group facilitation and managing group dynamics.
You are able to work flexible hours, including nights and weekends, as needed.
Willing and eager to travel to various areas of the local region.
You have super strong interpersonal and customer service skills, especially in fast-paced situations.
Able to wear many hats and take on varied tasks and projects.
Comfort being present and interacting with large crowds.

Nice To Haves

Corporate event experience.
Entrepreneurial spirit.
Extreme passion for our mission.
Energy and discipline to be a builder in a start-up tech environment.

Responsibilities

Join virtual planning meetings ahead of each event with all parties: corporate partner, nonprofit partner, Visit.org event host, Visit.org event coordinators, etc.
Take ownership and responsibility of in-person events: be on-site to set up, align with the on-site team, tear down, clean site areas, problem-solve, and ensure high-quality customer experience.
Be the Visit.org representative, leader, and problem solver at events.
Align roles and responsibilities with the onsite team: event host, nonprofit organization, venue, additional staff, and corporate partner.
Manage check-in process for in-person events; providing a warm and friendly welcome to guests.
Problem-solve issues such as missing supplies, late staff, technology challenges, etc.
Escalate issues to the Events Team when necessary to keep them informed or help problem-solve.
Send consistent updates, photos, and videos to Events Team throughout event.
Breakdown after the event ends, helping to clean the site and repackage and ship all materials back to the distribution center.
Pack supplies and add shipping labels which may include loading boxes.