Events Coordinator

Summary

Join Thumbtack's Employee Experience team as an Events Coordinator and bring our virtual-first culture to life through in-person events. You will handle all event logistics, from venue sourcing and vendor management to attendee support and on-site operations. Responsibilities include coordinating events of various sizes, managing registration platforms, and ensuring seamless execution. You will also contribute to process improvement by creating playbooks and refining operational procedures. Success requires strong organizational skills, experience in event coordination, and excellent communication and collaboration abilities. The role involves domestic travel and requires proficiency in various tools and systems.

Requirements

• Experience & Execution: 2-4 years of experience in event coordination, operations, logistics, or travel/entertainment, ideally within fast paced/dynamic environments mirroring Thumbtack. You’ve led operational workstreams before, and you know how to run things start to finish without needing to be micromanaged
• Operational Hustle: You take pride in staying five steps ahead. You think strategically, sweat the details, and thrive in the weeds. This is a high-performing team and we rely on each other to deliver
• Communication & Collaboration: A clear, proactive communicator with strong written and verbal skills. You’re comfortable navigating cross-functional dynamics and supporting senior stakeholders with professionalism and partnership
• Project & Time Management: Ability to juggle multiple events or priorities while staying organized and solutions-focused, with proven attention to detail and follow through even when working through the sometimes messy middle
• Cultural & Employee Experience Awareness: You understand what makes internal events meaningful, especially in a distributed or virtual-first setting, and you’re excited to help design our events with inclusion, connection, and experience in mind
• Tools & Systems Fluency: Comfortable using tools like Google Workspace, Slack, Swoogo, Navan, and ideally familiar with systems like Ironclad or Coupa (or excited to learn them)
• Travel Readiness: Ability to travel domestically to attend and support events (~3-6 times/year), including occasional support during evenings or off-hours based on event needs

Responsibilities

• Event-Related Sourcing: Proactively research and evaluate potential venues, hotels, and third-party vendors aligned to event goals, attendee profiles, and budget. Provide clear, detailed proposals with cost estimates, tradeoffs, and logistics considerations to support strategic decision-making
• Event Coordination: Support all phases of planning for events ranging from 5 to 500+ attendees, with things like coordinating AV or production needs, planning food and beverage experiences, managing registration, and helping draft run-of-show timelines, to ensure seamless execution in partnership with the broader team
• Attendee Experience: Manage registration platforms (like Swoogo), oversee travel and expense workflows (via Navan), answer attendee support tickets or Slacks, and ensure timely, clear event communications that set attendees up for a smooth experience
• Project & Process Management: Create and maintain detailed playbooks, templates, and documentation for repeatable, high quality events. Identify opportunities to improve how we plan and scale our operations that support in-person connection and collaboration
• Vendor & Budget Management: Actively manage and build rapport with key vendors, ensuring all contracts and purchase orders are processed with accuracy and compliance (familiarity with Ironclad is a plus). You’ll review all vendor/venue contracts and conduct evaluations of new venues/vendors with thoughtful, budget conscious proposals
• Crossfunctional Collaboration: Partner closely with teammates across Employee Experience, People Ops, Comms, and the Executive Admin team to proactively connect the dots and ensure alignment on timelines, roles, and responsibilities for seamless event execution. Events don’t happen in a silo here - one team, one dream!
• Onsite Operations: Be the calm, grounded (and organized!) presence when on-site supporting events, seamlessly managing setup, signage, registration, and troubleshooting in-the-moment needs with confidence and care

Benefits

• For candidates living in San Francisco / Bay Area, San Jose, New York City, or Seattle metros, the expected salary range for the role is currently $85,000 - $110,000
• For candidates living in Austin, TX or Washington DC metros or in California, Massachusetts, New Jersey, or Washington states, the expected salary range for the role is currently $76,500 - $99,000
• For candidates living in all other US locations, the expected salary range for this role is currently $72,300 - $93,500