Freelance In Person Event Specialist - San Jose, CA

Visit.org•San Jose, CA

7h•Onsite

About The Position

Visit.org is seeking an experienced, responsible, and driven Freelance Event Specialist based in San Jose, CA, to help manage the logistics of an upcoming in-person event. The ideal candidate will have corporate event experience, an entrepreneurial spirit, extreme passion for Visit.org's mission, and the energy and discipline to thrive in a start-up tech environment. Visit.org helps companies discover and book thousands of carefully curated social impact team experiences, led by and benefiting local nonprofits across 90+ countries. This provides HR, CSR, and Meetings & Events leaders with highly scalable, culturally appropriate content for purpose-driven employee and client engagement. Some of their customers include Colgate, Paramount, Visa, Ancestry, and Tommy Bahama. This role requires the specialist to be the day-of hands on the ground, acting as the onsite Event Coordinator for fun, engaging, team-building, social impact activities, experiences, and events that support a great cause.

Requirements

Fluency in English and strong communication skills
Based in San Jose, 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
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
Able to lift, slide, and carry up to 30 lbs.
Able to stand for an extended period of time

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 our 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-solving 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