Event Coordinator

Summary

Join The Linux Foundation as an Event Coordinator, Housing! This role bridges our internal event teams and attendees with contracted hotels, managing housing for 10-3,500 attendees across 100+ global events. You will be the main event contact for housing, setting up booking links, building tracking tools, and ensuring timely reservations. Responsibilities include managing rooming lists, billing, VIP status, and working with sponsors. You'll monitor daily pick-up, handle changes, and provide customer support. This remote position requires travel up to 25% and demands strong organizational skills, attention to detail, and excellent communication.

Requirements

• BS/BA degree and minimum 2 years of housing experience in hotels or B2B events
• Strong computer skills; proficiency in Google Workspace (Gmail, Google Docs, Drive)
• Meticulous organizational abilities and concise and effective verbal and written communication; high attention to detail
• Ability to work on multiple projects at once, set priorities, work proactively and independently, problem-solve, improvise, manage conflicting priorities, and function as part of a team that must perform under pressure
• Ability to adapt to challenges and opportunities with a solution-oriented perspective; excellent strategic thinking and critical reasoning skills
• Previous experience and/or desire to work remotely; ability to manage tasks, time, and schedule with limited supervision
• Creative, positive energy, self-directed, amiable, and composed under pressure; helpful and humble
• Strong client services and hospitality mindset
• Requires overnight and weekend travel, both domestically and internationally, up to 25%, including weekends

Responsibilities

• Act as the main event contact for housing during pre-event, event, and post-event phases for assigned events, and serve as a liaison between the event team, attendees, sponsors, and the hotel
• Set up booking links on the event website and monitor performance with daily audits and weekly tracking
• Build various event tracking tools, ensuring up-to-date status and adhering to deadlines
• Keep the event team on track for due dates and reservations for staff, vendors, and VIPs, and lead weekly presentations on room block performance
• Create and submit rooming lists, set up billing, assign VIP status and concessions, and confirm that individual hotels accurately deliver
• Work with sponsors on subblocks and catering requests, guiding them through the approval process and working with the individual hotels to set up
• Monitor daily pick-up, changes, no-shows, and potential walk situations during the event phase from either onsite at the event or at home
• Reconcile the final sleeping room bill and set up payment, facilitate room audits, and arrange commission payments
• Facilitate and track all changes with accuracy and communicate with both internal and external clients
• Provide accurate and prompt customer support to attendees during the pre-event and event phases
• Assist with addendums and lead attrition conversations and service deficiencies with hotels directly
• Set up and attend site visits and hotel pre-cons as needed, and assist teams with additional hotel needs such as satellite registration, branded keycards, and offsite event availability
• Assist with additional on-site event responsibilities as needed to support the entire team
• Assist with sourcing future events including reviewing venue proposals and forecasting pick-up and commission

Preferred Qualifications

• Copywriting, editing, and/or proofreading skills
• Prior experience with Asana and Slack
• Previous experience working remotely
• Experience in hotel revenue management and forecasting
• Proficiency in a second language

Benefits

• Top-of-the-line healthcare
• Unlimited PTO
• Focus Fridays
• 100% 401k match (up to the IRS-defined limit per year)
• Remote work