Events Coordinator

About the Role

We are looking for a super-organized Events Coordinator to support our team’s mission to find and support the best developer-first companies in the world. As Events Coordinator, you’ll own end-to-end event logistics and experience  across our conferences, webinars, community events, dinners, and roundtables. This includes venue sourcing, being point-of-contact for event committee and vendors, and setup and teardown including managing registration. An ideal candidate has experience managing budgets, event timelines, vendor and insurance checklists, and is willing to roll up their sleeves beyond basic job functions to build a memorable event.  This is a full-time hybrid position based onsite and in SF.  

About Heavybit

Heavybit is a leading early-stage venture capital fund focused on enterprise software & developer tools, including category-defining companies like Stripe, Netlify, Snyk and LaunchDarkly. Our portfolio has raised over $2.5Bn and we have helped grow over 60 enterprise software teams with a combination of our investment capital, our program of 1:1 advice, our community of 600+ domain experts and our extensive library of community resources. Based in San Francisco, Heavybit is an equal opportunities employer and we are looking for talented & energetic people to join our team.

Responsibilities

The Event Coordinator is responsible for capturing event details and organizing all aspects of our events from when a contract is signed to when we thank our speakers and send out the post-event emails. You will plan, organize, and oversee engaging events from start to finish, ensuring they align with our brand identity and goals. This includes 

• Planning to objectives and budget: Simultaneously manage & execute multiple events of varying sizes. This includes event logistics from start to finish, including maintaining event calendars and budgets, negotiating with vendors, processing invoices, communicating plans to event staff, and producing event materials
• Venue rental and coordination: Scouting venue sites, establishing rental contracts, and ensuring we’re meeting the proper terms, conditions and insurance requirements to hold a successful event. You’ll be in regular contact with outside facilities managers, food & beverage leaders, AV teams, furniture vendors, security, and others. 
• F&B and experience design: Whether at our smaller office events or in a large conference hall, you’re responsible for setting the tone of events with attention to on-brand decor and entertainment, catering, bar programs, and attendee dietary restrictions. 
• Vendor relationships: Maintain friendly ongoing relationships across several events with several vendors. This includes enforcing deadlines, understanding fees, negotiating contracts, and offering vendors repeat business when things go well. 
• Event program support: Because you understand venue, event timeline, and tone, you’ve got all the practical answers for organizers, speakers, sponsors, and staff. You set materials deadlines, call times, and support run of show. 
• Day-of execution: Planning and verifying pre-event setup and breakdown, managing registration and attendee experience, collaborating with the event staff and program leader, troubleshooting any day-of issues, and being the first point of contact for all vendors, deliveries and inquiries. 
• Post-event followup: Manage post-event follow-up by requesting attendee feedback, sending thank you cards to speakers, and updating lists and event testimonial for future marketing purposes. You continue to iterate and improve on our events. 

Environment, Position & Hours

• This is a full time position and Heavybit’s typical business hours are Monday through Friday, 8:30am to 5pm (PST) with some evening events. 
• Candidates are expected to be onsite in our Hayes Valley office 3 days a week and onsite for all events

Apply

Our Commitment to Diversity: Heavybit is an equal-opportunity employer, and we’re proud of our ongoing efforts to foster global diversity, equity, & inclusion in the workplace. Individuals seeking employment and employees are considered without regard to race, color, religion, national origin, age, sex, gender, gender identity, gender expression, sexual orientation, marital status, medical condition, ancestry, disability, military or veteran status, or any other characteristic protected by applicable law.

Requirements

• 3yrs+ in event production or hospitality services, familiar with a business or conference audience
• Ability to organize and follow through on a task with attention to detail
• Experience planning, booking, executing, and managing multiple events simultaneously
• Well-versed in project management tooling and communicating plans to a variety of audiences
• Excellent written and verbal communication skills
• Proficient with GSuite, social media, LinkedIn, Zoom, Slack, CRMs, and other modern SaaS productivity tools
• Discretion and confidentiality

Benefits

Compensation & Benefits

• Pay range is $70-$90k based on experience 
• 401K with employer contribution
• Comprehensive health plan including vision and dental
• Paid parental leave and, flexible time off and vacation policy