Event Coordinator

The Event Logistics Coordinator will be the operational backbone for the Google for Education Champions and GEG communities. Managing a high volume of approximately 10-15 events per year, this role ensures that every touchpoint—whether virtual, in-person at a district, or at a major trade show—is executed with precision, creativity, and full compliance. You will be the "Master of Tasks," keeping timelines on track while providing white-glove support to our event teams and global partners.

Responsibilities

1. Full-Cycle Event Management (In-Person & Virtual)

• Logistics: Manage logistics for Champions community including trade show booths, district/school locations, Google offices, and 3rd party partner sites.
• Virtual Production: Lead virtual events via GoogleMeet, Streamyard, or YouTube; provide tech/audio checks, monitor live chats, record sessions, and manage attendance data.
• Onsite Support: Travel to high-priority events to manage setup, staffing, and decor, ensuring the Google for Education brand is represented authentically.
• Post-Event Feedback: Create feedback forms, share CSAT scores with presenters (ensuring no PII), and manage the transition of internal logs to external accounts where necessary.

2. Financial & Vendor Operations

• Purchasing & Onboarding: Act as the primary lead for onboarding new suppliers via the Ariba payment portal.
• PO Lifecycle: Create purchase orders, ensure vendor invoices are submitted correctly, and maintain a real-time PO tracking sheet for leadership.
• Asset Management: Serve as the main point of contact for the HH Global warehouse; lead monthly inventory syncs (e.g., with Amy Marie Morrison) to track event assets and decor.

3. SWAG & Creative Brand Management

• Inventory Control: Source and order SWAG), managing the shipment to warehouses and maintaining an updated option deck for internal teams.
• Trend Awareness: Proactively suggest new ideas for decor and swag to keep GfE initiatives fresh and industry-leading.

4. Ethics, Compliance & NDA Oversight

• Regulatory Alignment: Navigate Google’s Ethics and Compliance frameworks to manage donations and gift compliance for government employees.
• Legal Documentation: Facilitate NDAs for district and event meetings, working closely with the GUT and ethics teams for tracking and approval.

Core Competencies

• The 24-Hour Standard: A commitment to a 24-hour response time and a "master of timelines" mindset.
• Technical Proficiency: Skilled in Google Meet, Streamyard, YouTube broadcasting, and procurement software (Ariba).
• Collaboration: Ability to lead 1:1 syncs with diverse event teams, offering both support and creative solutions.

Minimum Qualifications (MQs)

• Education: Bachelor’s degree or equivalent practical experience in Event Management, Hospitality, or Business Operations.
• Experience: 3+ years of experience in high-volume event planning (in-person and virtual), preferably in a corporate or ed-tech environment.
• Logistics: Proven experience managing physical inventory, shipping/receiving, and warehouse coordination.
• Responsiveness: Demonstrated ability to manage tight timelines with a strict 24-hour response service level agreement (SLA).
• Technical: Experience producing virtual events on platforms like GMeet, Streamyard, or YouTube.