Senior Events

Overview

Senior Events & Offsite Coordinator role within Thumbtack's Employee Experience team, focused on planning and executing employee gatherings for a distributed workforce in the Philippines.

About the role

As a Senior Events & Offsite Coordinator, you’ll partner with our Sr. Events Manager to power the planning and flawless execution of employee gatherings for our distributed workforce, bringing Thumbtack’s events and gathering model to life. You’ll drive the logistics behind events and offsites: from venue sourcing and vendor coordination to on-site support, food & beverage selection, programming guidance, and post-event wrap-ups, all while keeping partners and attendees informed along the way. You’ll start by coordinating logistics and grow into owning small-to-midsize events end-to-end while contributing to playbooks and templates and supporting light strategy and senior-leadership alignment.

We host a range of in-person events in the Philippines each year—from small team gatherings and functional offsites to larger leadership meetings and our flagship TT Connect program—which bring together all PH employees and senior US leaders for a week of learning and celebration. This role involves domestic travel in the Philippines about once a quarter, plus occasional evenings or weekends for major events.

What you’ll do

• End-to-end logistics: Coordinate event and offsite logistics for small, medium, and large-scale gatherings, including venue sourcing/holds, contract routing, catering, A/V, travel, shipping, F&B, and day-of schedules, incorporating inter-island travel nuances, seasonality, and permitting, as well as inclusion and accessibility into recommendations and plans.
• Planning discipline & systems: Build planning artifacts (timelines, run-of-show, checklists, planning docs, registration) and keep stakeholders aligned on milestones and responsibilities; operate/maintain core workflows/systems (Swoogo, Navan, Ironclad/Coupa) with strong data hygiene.
• Vendors, invoices & contracts: Manage and build rapport with key vendors; collect bids and negotiate within guardrails; evaluate new venues/vendors with budget-conscious proposals; review contracts; ensure contracts, POs, and invoices are processed accurately, on time, and in compliance (Ironclad familiarity a plus).
• Attendee comms & travel: Serve as the first point of contact for attendee inquiries; manage travel and registration, draft and send event communications, produce post-event recaps, and leverage AI to standardize briefs, communications, and run-of-show variants.
• Onsite Operations: Be the calm, organized presence on-site, managing setup, signage, registration, and troubleshooting in-the-moment needs with confidence and care.
• Crossfunctional Collaboration: Partner with employees across Employee Experience, People Ops, Communications, and the Executive Admin team to ensure alignment on timelines, roles, and responsibilities.
• Measurement & improvement: Collect feedback and metrics; document learnings and help evolve repeatable templates and best practices.

In order to be successful, you must bring

• Relevant Experience: 3–5 years in events coordination, operations, or hospitality (corporate or agency experience is a plus, as is working for a fast-paced US-based tech company).
• Organizational Excellence: Impeccable organization and attention to detail; comfortable juggling multiple timelines and priorities.
• Operational Rigor: Bias for action and getting things done; ability to stay calm under pressure; anticipate needs and solve issues before they escalate.
• Exceptional Communicator: Strong written and verbal communication.
• Vendor, Events & Budget Fluency: Knowledge of event, vendor, and budget basics; cost-control decisions and ROI-based tradeoff recommendations.
• Tools & AI Fluency: Proficiency with collaboration, PM, and event tools (Google Workspace, Swoogo, Navan, Coupa, Ironclad); curiosity to adopt new tools and AI to speed research and drafting.
• Growth mindset: Eager to learn, take ownership, and contribute to playbooks, templates, and continuous improvement.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Project Management, Strategy/Planning, and Human Resources

Industries

• Outsourcing and Offshoring Consulting, Software Development, and Internet Marketplace Platforms

Note: This refined description focuses on the Senior Events & Offsite Coordinator role within Thumbtack’s Philippines team. Other job listings and extraneous boilerplate have been removed to ensure a concise, job-focused description.

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