Sr. Events & Operations Specialist

Rivian and Volkswagen Group Technologies•Palo Alto, CA

2d•Hybrid

About The Position

We’re looking for a dynamic and highly organized Sr. Events & Operations Specialist to own and elevate every touchpoint of how we engage executive visitors, partners, and our own teams. This is a high-impact, high-visibility role for someone who is passionate about crafting exceptional experiences - from VIP visits and leadership summits to company-wide all-hands events. Additionally, this role serves as a crucial backup for our Senior Leadership Administrative Partners. When our admin partners are at capacity, traveling, or out of the office, you will step in to provide administrative support to our leadership team. This role will be flex 3 days a week in our Palo Alto, California office.

Requirements

7+ years of experience in corporate event planning, hospitality, or executive administrative support (ideally in a fast-paced or tech environment).
Proven track record of successfully planning and running corporate events from start to finish.
Strong project management skills : ability to keep multiple events organized simultaneously with high attention to details.
A hospitality mindset and white glove approach : you genuinely enjoy taking care of people, anticipating needs before they arise, and solving problems on the fly.
Excellent communication skills , with the confidence to interact professionally with senior executives and high-profile guests.
Experience managing budgets and negotiating contracts with external vendors.
Proficiency with productivity tools (Google Workspace or Microsoft 365), expense software, and project management tools.
High discretion and experience handling confidential information and high-sensitivity situations.

Responsibilities

End-to-End Event Management: Conceive, plan and run internal and external events, including, but not limited to, executive offsites, leadership summits, team happy hours, and company-all-hands meetings.
VIP & Visitor Logistics: Handle travel, lodging, meeting schedules, and on-site details for visiting executives, partners, and VIP guests.
Vendor & Venue Management: Research, book, and negotiate contracts with venues, caterers, AV production crews, and transportation services.
Materials & Communication: Create and distribute all communication and event material, including polished event schedules, welcome packets, and briefing documents for attendees.
Budgeting: Manage the budgets for events and visitor programs, ensuring high-quality experiences while keeping costs tracking to plan.
Safety & Coordination: Ensure visitor events comply with building security and safety protocols, and collaborate with internal teams for smooth execution.
EA Coverage: Act as the primary backup for our Executive Assistant team, stepping in to support executive leaders during peak times, vacations, or leaves of absence.
Calendar & Travel: Assist with managing complex calendars and booking domestic or international travel when providing coverage.
Expenses & Admin: Handle expense reports accurately and on time, and manage vendor invoices or payments as requested.
Meeting Prep: Help organize meeting agendas, prepare presentation slides, and compile briefing materials.
Confidentiality: Maintain strict privacy regarding sensitive business discussions and executive data.
Special Projects: Take on occasional administrative projects to help the leadership team run smoothly.