Workplace Events Coordinator

About OpenAI

OpenAI is an AI research and deployment company dedicated to ensuring that general-purpose artificial intelligence benefits all of humanity. We push the boundaries of the capabilities of AI systems and seek to safely deploy them to the world through our products. AI is an extremely powerful tool that must be created with safety and human needs at its core, and to achieve our mission, we must encompass and value the many different perspectives, voices, and experiences that form the full spectrum of humanity. 

At OpenAI, we believe artificial intelligence has the potential to help people solve immense global challenges, and we want the upside of AI to be widely shared. Join us in shaping the future of technology.

About the Role

As an Event Coordinator, you will play a crucial role in planning and executing events that enhance employee engagement, promote a positive company culture and support business needs. 

We’re looking for people who have:

• Organizational Skills: Ability to manage multiple tasks and events simultaneously with excellent attention to detail.

• Communication Skills: Strong written and verbal communication skills to effectively promote events and engage with employees.

• Budgeting Skills: Proficiency in managing budgets and negotiating with vendors to optimize costs.

• Problem-Solving Skills: Ability to quickly and efficiently resolve issues that arise during event planning and execution.

• Creativity: Innovative thinking to create engaging and memorable events.

• Team Player: Ability to work collaboratively with colleagues and other departments.

This role is based in San Francisco, CA. This role is 5 days in the office per week. 

In this role, you will:

• Develop Event Concepts: Create innovative and engaging event ideas that align with company values and employee interests.

• Event Schedules: Plan and maintain an annual calendar of events, ensuring a balanced distribution throughout the year.

• Room Selection: Identify and book appropriate onsite rooms for events, considering factors like capacity, location, and facilities.

• Budget Management: Develop and manage the budget for each event, ensuring cost-effectiveness and adherence to financial guidelines.

• Vendor Coordination: Source and liaise with vendors for catering, decorations, equipment, and other event necessities. Negotiate contracts to secure favorable terms.

• Internal Communication: Ensure effective communication about events to all employees through internal channels like newsletters, intranet, and bulletin boards.

• Event Setup: Oversee the setup and breakdown of events, ensuring all elements are in place and functioning correctly.

• Guest Coordination: Manage guest lists, RSVPs, and check-ins to ensure smooth entry and participation.

• Troubleshooting: Address any issues or emergencies that arise during the event promptly and efficiently.

• Feedback Collection: Conduct surveys and feedback sessions post-event to gather insights on employee satisfaction and areas for improvement.

• Engagement Strategies: Develop strategies to increase participation and engagement in events, ensuring they meet the diverse interests of employees.

• Post-Event Evaluation: Analyze the success of each event, considering factors like attendance, employee feedback, and overall impact. Prepare reports detailing the outcomes of events, including lessons learned and recommendations for future events.

• Cross-Department Coordination: Work closely with other departments to ensure events align with company goals and address the needs of different teams. Assist other team members with their event-related tasks and provide support as needed to ensure the overall success of the events team.

• Compliance and Safety: Ensure all events comply with health and safety regulations, including emergency procedures and risk assessments.

You might thrive in this role if you: 

• Proven experience in event planning and coordination, with a strong portfolio of successful events.

• Excellent organizational and multitasking skills, with the ability to manage multiple projects and deadlines simultaneously.

• Strong communication and interpersonal abilities, capable of working effectively with clients, vendors, and team members.

About OpenAI

OpenAI is an AI research and deployment company dedicated to ensuring that general-purpose artificial intelligence benefits all of humanity. We push the boundaries of the capabilities of AI systems and seek to safely deploy them to the world through our products. AI is an extremely powerful tool that must be created with safety and human needs at its core, and to achieve our mission, we must encompass and value the many different perspectives, voices, and experiences that form the full spectrum of humanity. 

We are an equal opportunity employer and do not discriminate on the basis of race, religion, national origin, gender, sexual orientation, age, veteran status, disability or any other legally protected status. 

For US Based Candidates: Pursuant to the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records.

We are committed to providing reasonable accommodations to applicants with disabilities, and requests can be made via this link.

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At OpenAI, we believe artificial intelligence has the potential to help people solve immense global challenges, and we want the upside of AI to be widely shared. Join us in shaping the future of technology.