Events & Media Program Specialist

San Jose, CA

Opportunity Summary

We are seeking a highly organized Events & Media Program Specialist to support a dynamic marketing and communications function within a fast‑paced, innovation‑driven environment. This role is ideal for someone who excels at operational planning, thrives on keeping complex programs running smoothly, and enjoys coordinating across teams to ensure high‑quality execution of events and media initiatives.

You will help orchestrate industry events, media engagements, and internal communication workflows from planning through delivery—ensuring schedules, assets, vendors, and stakeholders stay aligned. If you’re detail‑focused, proactive, and energized by structured project coordination, this position offers a meaningful opportunity to contribute to visible, high‑impact programs.

Key Responsibilities

• Lead day‑to‑day operational planning for corporate and industry events, overseeing timelines, logistics, vendor coordination, on‑site readiness, and cross‑team communication.
• Manage essential event elements including attendee coordination, travel support, booth and asset preparation, production requirements, and shipment scheduling.
• Track budgets and financial workflows, including purchase orders, invoice processing, and vendor deliverables, with an emphasis on accuracy and early risk escalation.
• Maintain event infrastructure year‑round, including calendars, planning templates, resource libraries, vendor lists, and inventory of promotional materials.
• Support ongoing media operations by organizing media lists, coordinating interview schedules, preparing briefing packets, and compiling regular recaps of press activity.
• Partner closely with Sales, Marketing, Creative, and Operations teams to ensure deadlines are met, program needs are anticipated, and follow‑up actions are completed.

Preferred Qualifications & Experience

• 2–5 years of experience in event coordination, marketing operations, communications support, or a similar role (agency or in‑house).
• Excellent project‑management skills with the ability to manage competing priorities and shifting timelines.
• Strong attention to detail and documentation discipline, with clear written communication skills.
• Experience with trade show planning, vendor coordination, or on‑site event support is highly advantageous.
• Familiarity with project‑management tools, collaboration platforms, or marketing databases is preferred.
• Demonstrated ability to partner effectively with cross‑functional stakeholders.

What You’ll Get in Return

• Competitive compensation and benefits
• Opportunities for professional growth and skill development
• A collaborative environment that values organization, communication, and operational excellence
• Flexibility and meaningful involvement in high‑visibility programs

Equal Opportunity Statement

This company is committed to fostering an inclusive and diverse workplace, prohibiting discrimination based on race, color, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender identity, sexual orientation, or any other legally protected status.