Location: San Ramon, CA (Onsite)

Department: Facilities

The Workplace & Employee Events Associate, Contractor plans, organizes, and executes internal events that strengthen company culture, boost employee morale, and support engagement initiatives, while also providing day-to-day workplace and facilities support that keeps the office running smoothly. This role manages everything from small team celebrations to large-scale company gatherings and monthly happy hours, and serves as a key point of contact for employees, vendors, and guests. The events associate works closely with HR, and department leaders to create memorable employee experiences and maintain a safe, functional, and welcoming workplace.

Key Responsibilities:

• Event Planning & Execution

  • Plan and execute internal events such as holiday parties, team-building activities, employee appreciation days, milestone celebrations, wellness events, all-hands meetings, and monthly happy hours
  • Support and help shape the organization's annual corporate events strategy for employee engagement and involvement
  • Manage event budgets, negotiate with vendors, track expenses, and support all corporate event programs within budget
  • Source and coordinate with vendors (caterers, venues, entertainment, rental companies, stand designers, contractors, and equipment providers); serve as the primary point of contact for event vendors
  • Develop event timelines, run-of-show documents, and logistics plans
  • Coordinate on-site logistics (setup, AV/tech needs, catering, decor, breakdown) and be on-site to execute all corporate events
  • Handle event marketing/communications, including invitations, signage, internal announcements, and on-site event registration
  • Gather post-event feedback and measure event success against engagement metrics
  • Ensure events comply with budget constraints, safety guidelines, and company policies
  • Coordinate with remote/hybrid teams to ensure inclusive participation in events

  Workplace & Facilities Support

  • Provide the highest level of customer service to all employees, vendors, and guests
  • Maintain physical space, ensuring a safe, clean, and functional office environment
  • Maintain inventory of office and event supplies; reorder as needed
  • Maintain and set up conference and meeting rooms as needed
  • Support the employee snack and lunch program
  • Assist with on-site workplace employee onboarding
  • Provide backup reception support as needed

  Administration & Communication

  • Monitor and respond to workplace Slack channels and other employee-facing communication platforms
  • Manage multiple vendors and stakeholders simultaneously, and maintain organized records of contracts and expenses

Required Qualifications:

• 2+ years of experience in event planning/coordination and/or facilities or workplace experience
• Strong organizational and multitasking skills; ability to work in a demanding, fast-paced environment
• Excellent written and verbal communication skills
• Proficiency with event planning tools and Microsoft Office/Google Workspace; familiarity with Zoom and Slack
• Ability to manage multiple vendors and stakeholders simultaneously
• Budget management experience
• Previous experience as an Office Manager strongly preferred
• Must be able to lift 25+ pounds

Key Competencies:

• Creativity and attention to detail
• Strong interpersonal and relationship-building skills
• Adaptability, resourcefulness, and calm under pressure
• Project management and time management
• Budget and vendor negotiation skills
• Highly organized, meticulous, and initiative-taking

Working Conditions:

• On-site presence required for daily workplace support and for event setup/execution
• May require occasional evening work for events, including monthly happy hours and larger-scale gatherings