Event Operations Specialist
Location: San Francisco, CA
Work Type: Hybrid
Contract Duration: 5 months, with potential to extend
Pay Rate: $100–$125/hour W2
Travel: U.S. travel required as needed for events
Interview Process: 4 rounds
Russell Tobin is hiring an experienced Event Operations Specialist to support a high-growth technology client’s Brand Marketing events team. This role will support the day-to-day execution of tier 1 brand event programs, including conferences, brand activations, executive events, policy events, and cross-event operational programs.
The ideal candidate is highly organized, detail-oriented, and comfortable owning both strategic and hands-on event operations. This person will manage end-to-end operational workflows, support large-scale events, build scalable processes, and help create documentation and playbooks that improve consistency across a growing event portfolio.
Responsibilities
Registration & Attendee Communications
- Own the registration process end-to-end, including strategy development, registration page creation, attendee communications, reporting, and escalations.
- Build and configure registration environments using platforms such as Swoogo and Cvent for conferences, event series, and third-party sponsorship activations.
- Develop and maintain registration reporting and analytics dashboards.
- Manage attendee approval workflows, VIP registration processes, waitlists, and attendee inquiries.
- Execute transactional and customer service communications, including confirmations, reminders, updates, and event-related attendee messaging.
- Handle inbound attendee requests and escalations through event support inboxes.
- Coordinate onsite registration logistics and provide onsite support as needed.
Stakeholder & Communications Management
- Lead communications management and coordination across internal and external event stakeholders.
- Partner cross-functionally with marketing, executives, partners, vendors, and event teams to ensure operational alignment.
- Communicate clearly and professionally with attendees at all levels, including executive and high-touch audiences.
Speaker Training Program
- Manage the speaker training program, including scheduling training sessions and coordinating with employee speakers.
- Partner with external speaker training agencies and manage related vendor relationships.
- Oversee booking logistics, calendar coordination, and program communications.
- Identify and recommend improvements to improve the speaker training experience and operational efficiency.
Onsite Meeting Coordination
- Coordinate onsite meeting requests between attendees, executives, partners, and internal stakeholders.
- Manage meeting booking logistics and calendar coordination across multi-day events.
- Recommend tools and process improvements to streamline scheduling workflows.
Swag & Merchandise Operations
- Own swag and merchandise operations, including planning, inventory management, forecasting, ordering, and fulfillment.
- Coordinate shipping logistics for domestic and international events.
- Track merchandise budgets and manage vendor relationships.
- Ensure on-time delivery and quality control for event-branded materials.
Process Documentation & Playbook Development
- Create and maintain playbooks, templates, SOPs, and process documentation for repeatable event workflows.
- Document best practices to support consistency and scalability across the broader event portfolio.
- Identify automation opportunities and recommend operational improvements.
- Build training materials for cross-functional teams that work with event operations.
Required Qualifications
- 3+ years of experience in B2B event marketing, event operations, or marketing operations.
- Hands-on experience with event registration platforms, specifically Swoogo and/or Cvent.
- Working knowledge of Salesforce and HubSpot for campaign tracking and reporting.
- Experience with procurement, legal, or vendor management tools such as Zip, Ironclad, or similar platforms.
- Proven experience supporting large-scale events, including events with 500+ attendees and multi-thousand attendee conferences.
- Experience managing multiple concurrent programs with competing deadlines.
- Strong vendor coordination, logistics management, and operational execution skills.
- Background in swag, merchandise, inventory, shipping, or fulfillment operations.
- Excellent written and verbal communication skills.
- Strong attention to detail and quality control.
- Ability to work independently, learn quickly, and solve problems in a fast-paced environment.
- Experience creating documentation, playbooks, SOPs, or scalable operational processes.
Preferred Qualifications
- Experience in SaaS, technology, or fast-growing startup environments.
- Experience supporting SaaS conferences, field marketing events, brand activations, executive events, or policy events.
- Experience coordinating international event logistics, including shipping, vendor coordination, and multi-time-zone scheduling.
- Experience improving existing event operations programs, tools, workflows, or processes.
- Prior experience at a high-growth company or scaling organization.
Scope
- Support 10+ tier 1 events annually.
- Events range from approximately 200 attendees to several thousand attendees.
- Event types include brand events, activations, policy events, executive events, conferences, and cross-event programs.
- Primary focus is operational execution, process documentation, and scalable event operations support.
Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.
Equal Employment OpportunityRussell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.
Fair Chance EmploymentRussell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.
AccommodationsWe are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.
Only applicable for San Francisco Candidates: Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.
#RTA
#LI-BK1
Never miss an opportunity! Create an alert based on the job you applied for.