Freelance In Person Event Specialist - San Jose, CA

Visit.org•San Jose, CA

2d•Onsite

About The Position

Visit.org is seeking an experienced, responsible, and driven Freelance Event Specialist based in San Jose, California, to manage on-site logistics for in-person events. The specialist serves as Visit.org’s hands-on representative at events, supporting team-building and social-impact experiences that benefit local nonprofits. Visit.org coordinates event details, materials, and staffing; the specialist handles on-site preparation, coordination, guest check-in, troubleshooting, and event breakdown. The role is performed in person on a per-event contract basis, as needed, and is open only to candidates already based in San Jose. No relocation packages are offered. Candidates should have corporate event experience, strong customer-service and communication skills, and the ability to handle varied responsibilities in a fast-paced environment. The schedule may include flexible hours, nights, and weekends, along with travel within the local region.

Requirements

Fluency in English and strong communication skills.
Already based in San Jose, California.
Availability to work on a flexible, per-event contract basis as needed.
Experience with complex, large-scale events and smaller executive-level intimate events.
Demonstrated ability to execute events to a high standard and continually improve event content and customer experience.
Resourcefulness, composure under pressure, and a solutions-minded approach to ambiguity.
Ability to think quickly and problem-solve on the fly.
Self-starting, organized, and detail-oriented work style.
Strong relationship-building and customer-service skills.
Experience with group facilitation and managing group dynamics.
Ability to work flexible hours, including nights and weekends, as needed.
Willingness to travel to various areas of the local region.
Strong interpersonal and customer-service skills, particularly in fast-paced situations.
Ability to take on varied tasks and projects.
Comfort interacting with large crowds.
Ability to lift, slide, and carry up to 30 pounds.
Ability to stand for extended periods.

Responsibilities

Attend virtual planning meetings with corporate and nonprofit partners, Visit.org hosts, and event coordinators ahead of events.
Take ownership of on-site event execution, including setup, team alignment, problem-solving, and ensuring a high-quality customer experience.
Represent Visit.org and act as the event leader and problem solver.
Coordinate roles and responsibilities with the event host, nonprofit organization, venue, additional staff, and corporate partner.
Manage guest check-in and provide a warm, friendly welcome.
Resolve issues such as missing supplies, late staff, and technology challenges; escalate issues to the Events Team when needed.
Send regular updates, photos, and videos to the Events Team throughout the event.
Break down events, clean site areas, and repackage and ship materials to the distribution center.
Pack supplies, apply shipping labels, and load boxes as needed.