What you'll do:

Annual Company Summit

• Own the day-to-day planning and execution of Arbital's annual company Summit.
• Build and manage detailed event timelines, checklists, budgets, and project plans.
• Coordinate venues, catering, transportation, lodging, entertainment, AV, activities, signage, swag, and other event logistics.
• Partner with internal stakeholders to coordinate programming, speakers, team activities, and company-wide communications.
• Manage external vendor relationships, contracts, invoices, and event-related logistics.
• Coordinate onsite execution and serve as a key point person before and during the event.
• Anticipate potential issues and proactively develop solutions.
• Conduct post-event follow-up and capture learnings to continuously improve future events.

External Conferences & Events

• Coordinate Arbital's participation in industry conferences, trade shows, and external events.
• Manage event registration, sponsorship logistics, booth materials, shipping, collateral, swag, and staffing.
• Coordinate with Marketing, Sales, Customer Success, and other teams to ensure teams are prepared for events.
• Support logistics for webinars and virtual events, including scheduling, speaker prep, platform setup, registration tracking, and day-of run-of-show support.
• Maintain an events calendar and ensure deadlines and deliverables are met.
• Coordinate travel and onsite logistics as needed.
• Help ensure Arbital's presence at external events is professional, consistent, and aligned with our brand.

Internal Company & Team Events

• Plan and execute internal company events, team gatherings, celebrations, offsites, and employee experiences.
• Support department leaders with planning team events and smaller gatherings.
• Coordinate food, venues, activities, supplies, transportation, and other logistics.
• Help create engaging experiences that strengthen our culture and bring our distributed team together.
• Manage recurring company events and establish repeatable processes and checklists to make planning efficient.

Event Operations

• Maintain an organized master events calendar and project tracker.
• Track event budgets, expenses, invoices, and commitments.
• Source and coordinate with vendors and negotiate logistics when appropriate.
• Create clear event plans, run-of-show documents, timelines, and checklists.
• Manage shipping, inventory, swag, signage, and other event materials.
• Coordinate event communications and reminders with internal stakeholders.
• Be comfortable jumping in wherever needed to make an event successful.
• Travel occasionally for conferences, Summit, offsites, and other company events.

What you bring:

• 3+ years of experience in event planning, event coordination, hospitality, marketing events, corporate events, or a related field.
• Exceptional organizational and project management skills.
• Strong attention to detail—you naturally notice the things others miss.
• Ability to manage multiple events, priorities, and deadlines at the same time.
• Excellent communication and follow-through.
• Comfortable coordinating with executives, employees, customers, vendors, and external partners.
• A proactive, problem-solving mindset and a willingness to jump in and get things done.
• Strong vendor and relationship-management skills.
• Comfortable managing budgets, invoices, and event-related expenses.
• Ability to stay calm and resourceful when plans change or something goes wrong.
• Willingness to travel for events as needed.
• A genuine interest in creating memorable experiences for people.
• You bring positive energy. You enjoy creating experiences that people are excited to be part of.

100000 - 120000 USD a year