Global Events Operations Coordinator (FTC, 6 months)
About The Position
This 6-month Global Events Operations Coordinator role will support the systems, processes, and operational workflows that help the Global Events team scale high-quality programs across regions, audiences, and internal partners. This role will work closely with the Events Operations Manager and broader Global Events team to keep event planning organized, consistent, and moving at pace. The ideal candidate is highly organized, detail-oriented, comfortable with cross-functional coordination, and excited to improve how event work gets done through strong systems, clear documentation, and smart use of tools including Airtable, Google Workspace, Swoogo, Slack, ChatGPT, and Codex.
Requirements
- 2-4 years of experience in event operations, event coordination, project coordination, or a related operational support role.
- Experience supporting multiple events, workstreams, or projects at the same time in a fast-paced environment.
- Strong organizational skills and a detail-oriented approach to tracking deadlines, owners, data, budgets, and logistics.
- Experience with event systems, project management tools, spreadsheets, registration platforms, and shared documentation.
- Familiarity with tools such as Airtable, Google Workspace, Swoogo, Slack, ChatGPT, Codex, or similar platforms.
- Experience supporting vendor coordination, purchase requests, invoice processing, budget trackers, and reconciliation.
- Comfort working cross-functionally with many stakeholders and keeping communication clear, timely, and organized.
- A proactive, ownership-oriented approach to solving problems and improving processes.
- Ability to learn new systems quickly and adapt as team needs evolve.
- Interest in OpenAI’s mission and curiosity about how AI can improve the way events are planned and operated.
Nice To Haves
- Highly organized and detail-oriented.
- Operates with urgency while maintaining accuracy.
- Strong ownership and follow-through.
- Clear, proactive communicator.
- Comfortable managing ambiguity and shifting priorities.
- Collaborative and service-oriented.
- Systems-minded, with a bias toward improving process.
- Curious about AI-first ways of working.
Responsibilities
- Support and maintain operational systems for the Global Events team, including trackers, planning templates, project plans, vendor records, event calendars, and shared documentation.
- Help coordinate cross-functional event workflows across teams including Marketing, Communications, Sales, Recruiting, Workplace, IT, Procurement, Finance, Legal, Design, Production, and Executive Business Partners.
- Maintain vendor, contractor, venue, and partner databases to support consistent planning and execution across global programs.
- Support purchase requests, invoice tracking, budget reconciliation, and spend reporting to help ensure event expenses are accurate, documented, and aligned with internal processes.
- Help standardize event planning processes, templates, SOPs, and operational documentation so the team can work more efficiently and consistently.
- Support logistics for global events, including shipping, inventory, swag production, warehousing, freight, customs, and onsite materials.
- Assist with registration workflows, attendee data, guest communications, and post-event reporting.
- Track event milestones, owners, deadlines, dependencies, and follow-ups across multiple concurrent programs.
- Partner with event leads to capture post-event learnings, metrics, and operational improvements.
- Use tools such as Airtable, Google Workspace, Swoogo, Slack, ChatGPT, Codex, and related platforms to improve team workflows, documentation, research, planning, and execution.
- Identify opportunities to automate repetitive work, improve data accuracy, and make event operations more scalable.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
