Events Guest Experience Coordinator

• Location: Cupertino, CA
• Hours: 30 - 50 hours per week (onsite)
• Duration: July - December (Potential extension)
• Pay Comments: W2, weekly pay, benefits, 401k w/ match
• Background screening required

About the Team: Our client's Worldwide Events Guest Experience team produces some of the most distinctive, high-stakes events in the world. They're a close-knit team that operates at the intersection of precision logistics and genuine human warmth - and they care deeply about every person who walks through the door, whether they're a guest or a team member. This is a team that holds itself to an extraordinary standard and shows up for each other to meet it.

Overview: You'll be the operational backbone of our client's Worldwide Events Guest Experience team - the person who ensures every event is staffed, briefed, and set up to deliver exceptional experiences. Working closely with the Guest Experience Manager, you'll coordinate the full Event Support program: managing schedules and training teams of 10 to 100 support staff, owning the logistics that make events run seamlessly, and keeping the program running with precision across live events, activations, and conferences at corporate headquarters and beyond.

This role is as much about people as it is about operations. You'll be the primary point of contact for our client's support staff from onboarding through event day - building the systems, communications, and culture that keep teams motivated and ready to deliver. The pace flexes with the event calendar, and this role requires availability during weekends, early mornings, and extended hours throughout active event and production periods.

In this role, you will:

• Develop the overall team schedule, role allocations, and day-of support staff assignments across events, activations, and conferences at corporate headquarters and other locations.
• Provide direct administrative support to the Guest Experience Manager, including calendar management, communications, and document preparation.
• Collaborate to design and deliver training content for Support Staff and Leads.
• Facilitate pre-event briefings covering event protocols, guest experience standards, and role-specific responsibilities.
• Maintain the Support Staff database - contact information, availability, certifications, and event history - and serve as the primary point of contact for all team member communications.
• Develop and implement time tracking and reporting to ensure timecards are entered correctly and on time.
• Coordinate event day logistics - check-in, deployment, transportation, lodging, and food and beverage - and ensure all accessibility requirements are identified, communicated, and in place across every event.
• Own the design and maintenance of our client's Events platform for the Event Support Experience (ESE) website.
• Own the team member selection process in partnership with our client's Legal and People teams, ensuring alignment with company policies and program goals.
• Partner with our client's internal teams - from Creative to Retail to Tech - to align on program vision, resource needs, and event execution.
• Foster team cohesion and morale: build onboarding experiences, check-in rituals, and communication cadences that help support staff feel connected and energized throughout the program.

Key Qualifications

• 4-6 years of experience in event coordination, hospitality management, staffing coordination, or program administration.
• Demonstrated experience managing schedules and staffing rosters for teams of varying sizes - from intimate activations to large-scale events with 100+ support staff.
• Proven ability to develop and deliver training content; experience facilitating sessions for support staff and Leads.
• Excellent written and verbal communication skills, with the ability to convey expectations clearly to large, diverse teams.
• Strong proficiency in scheduling tools, spreadsheet software (such as Numbers or Excel), shared spreadsheets, and workforce management platforms; familiarity with HTML and retail payroll systems is a plus.
• Familiarity with People Planning and Ops (PPO) and California labor laws.
• Flexible schedule with availability to support events on weekends, early mornings, and evenings - this is a consistent requirement of the role, not an exception.

• People-first mindset with the ability to motivate, mentor, and maintain high energy throughout the event.
• Highly organized, detail-oriented, and proactive - anticipates needs and follows through with precision.
• Calm under pressure with the composure to adapt quickly to ambiguity and last-minute changes.
• Clear, confident communicator who instills trust across support staff, vendors, and internal partners.
• Drives vision and purpose - connects day-to-day work to the broader program mission.
• Obsesses over the participant and guest experience at every touchpoint; fights for excellence.
• Learns on the fly - quickly absorbs complexity and applies it in real time.
• Listens actively, challenges constructively, and commits fully once a path is set.
• Discretion and integrity in handling sensitive scheduling and personnel information.
• Self-starter with a willingness to take ownership and grow in a dynamic environment.

**About Aquent Talent:**

Aquent Talent connects the best talent in marketing, creative, and design with the world's biggest brands.

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We're about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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