Event Program Coordinator

Job title: Event Program Coordinator

Location: Foster City, CA

Position: Long term contract

About the Role

• client is seeking a highly organized, AI-forward Communications & Event Program Coordinator to support its corporate communications, public relations, and events teams.
• This role will help keep projects and programs on track by coordinating schedules, timelines, budgets, communications activities, and event logistics.
• The ideal candidate is early in their career, has strong writing and organizational skills, is comfortable managing multiple priorities, and actively uses AI tools to improve workflows and efficiency.

Key Responsibilities

• Support day-to-day public relations programs and coordinate projects across the communications team.
• Track media coverage and sentiment, identify key media placements, and prepare coverage summaries for internal distribution.
• Build and maintain targeted media lists for campaigns, pitches, and outreach.
• Draft fact sheets and media pitches, helping identify compelling story angles and appropriate reporters.
• Manage inbound speaking opportunities and coordinate cross-functional event requests.
• Coordinate communications initiatives involving external partners and vendors.
• Track submissions for industry awards, publications, and other recognition opportunities.
• Organize team meetings, prepare agendas, capture action items, and ensure timely follow-up.
• Prepare recurring internal communications, including end-of-week reports, project status updates, and team metrics.
• Maintain budget-tracking spreadsheets and support monthly reconciliations and purchase order tracking in partnership with Finance.
• Assist event and program managers with scheduling, document preparation, vendor coordination, and asset management.
• Provide occasional onsite support for external events, including run-of-show logistics, check-ins, and live team communications.
• Identify opportunities to use AI and lightweight automation to improve meeting notes, summaries, budget reconciliation, status tracking, and recurring workflows.
• Use tools such as Claude, Gemini, Asana workflows, and internal tools to develop reusable templates and processes.

Required Qualifications

• 1–3 years of experience in public relations, events, communications, or marketing, either in an agency or in-house environment.
• Excellent organizational skills and attention to detail, with the ability to manage multiple projects and tight deadlines.
• Strong writing, editing, and communication skills.
• Familiarity with modern AI tools and an interest in applying AI to improve productivity and workflows.
• Strong interpersonal skills and a calm, professional approach in a fast-paced environment.
• Ability to adapt quickly when priorities change.

Preferred Qualifications

• Interest in or exposure to technology, robotics, mobility, or autonomous vehicles.
• Experience with Meltwater and Asana.
• Willingness to travel and work occasional evenings or weekends to support events.

Pay: $28.97 - $35.00 per hour

Work Location: In person