Project Event Coordinator

Key Responsibilities

Site Visit & Executive Logistics

• Own end-to-end readiness and logistics for all U.S.-based and international visitors to the PH site, often coordinating multiple visits per week.
• Coordinate airport transportation, hotel-to-office transportation, and daily on-site movements, ensuring visitors have a seamless experience throughout their stay.
• Serve as the primary point of contact for the on-site travel and transportation vendor.
• Coordinate daily employee shuttle transportation to and from the site, supporting operational efficiency and parking constraints.
• Partner closely with the on-site transportation vendor to manage vehicle assignments, drivers, routing changes, and real-time scheduling updates.
• Proactively manage capacity constraints related to vehicles and transportation programs, escalating and coordinating alternative solutions when needed.
• Provide optional recommendations for local sightseeing when requested, aligned with company policies.

Meetings, Agendas & Calendars

• Coordinate meeting rooms, schedules, and logistics for leadership meetings, executive reviews, and external engagements.
• Publish and distribute agendas prepared by Operations, and oversee their execution, ensuring alignment and adherence.

Events & Town Halls

• Lead logistics for large-scale site events, including town halls, leadership visits, and special meetings.
• Coordinate food ordering for events in alignment with company guidelines and vendor processes.
• Support external media meetings and executive engagements, providing full logistical coordination.

Finance & Vendor Management

• Maintain strong working relationships with internal stakeholders and external service providers to ensure high service levels.
• Coordinate with Operations leaders and US partners to ensure logistics expenses are accurately raised, estimated, and approved.
• Manage cash advances and corporate credit cards; ensure proper expense documentation (cash advances filed by Operations leaders).
• Support timely liquidation/reimbursement of funds and submission of required documentation

Qualifications & Experience

• Bachelor’s degree required.
• 3–5 years of experience supporting senior leaders or executives in administrative, operations, meeting planning, or travel coordination roles.
• Demonstrated experience coordinating complex logistics, multiple stakeholders, and overlapping priorities.
• Strong attention to detail with exceptional follow-through and organizational skills.