Senior Event Coordinator

As an integral member of our Employee Experience team, you will play a crucial role in bringing Thumbtack's events and gathering model to life.

This position involves coordinating logistics and work streams across various events, including small team gatherings and functional offsites. You will partner with the Sr. Events Manager to power the planning and flawless execution of these events.

Your responsibilities will include managing event and offsite logistics, from venue sourcing and vendor coordination to on-site support, food & beverage selection, programming guidance, and post-event wrap-ups. You will also be responsible for keeping stakeholders informed and ensuring all contracts, POs, and invoices are processed accurately and on time.

In this role, you will have the opportunity to drive the development of repeatable templates and best practices, as well as contribute to playbooks and strategic alignment initiatives.

• End-to-end Logistics: Coordinate event and offsite logistics for small, medium, and large-scale gatherings, incorporating inter-island travel nuances, seasonality, and permitting into recommendations and plans.
• Planning Discipline & Systems: Build clear planning artifacts (timelines, run-of-show, checklists, planning docs, registration) and keep stakeholders aligned on milestones and responsibilities and operating/maintaining core workflows/systems (Swoogo, Navan, 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; and ensure all 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 (Slack, Jira, etc.) with a customer-first, problem-solving mindset. Manage travel and registration, draft and send event communications (invites, RSVPs, reminders, briefs, FAQs), produce simple post-event recaps, and leverage AI to standardize briefs, comms, and run-of-show variants.
• 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.
• 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.
• Measurement & Improvement: Collect feedback and metrics; document learnings and help evolve repeatable templates and best practices.

• 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: You have a bias for action and getting things done, as well as an ability to stay calm under pressure. You anticipate needs and solve issues before they escalate.
• Exceptional Communicator: Strong written and verbal communication.
• Vendor, Events & Budget Fluency: Knowledge on event, vendor and budget basics: quotes, contract routing, POs/invoices, and cost tracking. You make disciplined cost-control decisions and provide clear, ROI-based tradeoff recommendations.
• Tools & AI Fluency: Proficiency with collaboration, PM, and event tools (Google Workspace, Swoogo, Navan, Coupa, Ironclad), and a material curiosity to adopt new tools that drive automation and efficiency, including AI. You actively use AI to speed research and drafting.
• Growth Mindset: You are eager to learn, take on ownership, and contribute to playbooks, templates, and continuous improvement.

Thumbtack is committed to creating an inclusive environment where everyone feels valued and respected. We welcome candidates from diverse backgrounds and perspectives.

Thank you for considering this exciting opportunity If you are passionate about delivering exceptional events and making a lasting impact, we encourage you to apply.