Activate Global is seeking a temporary Fellowship Events Coordinator for the months of March to October 2025 to support our Fellowship team in hosting events ranging from 40 to 500 attendees. This event role will have specific logistical and in-person requirements that we want to ensure work for candidates, including:

• During the week of June 23rd through June 27th, be available to support an in-person event in the Bay Area, working 10-12hour days managing on-the-ground event coordination

This will be a hugely exciting opportunity to support some of the highest-impact community-building and events efforts of a non-profit supporting world-changing technologies in fields like climate tech, biomanufacturing, and aerospace. Reporting to the Senior Manager of Fellowship Operations, this role will be primarily focused on the logistics and execution of events hosted by our national and community fellowship teams focused on our Fellows experience. The ideal candidate will have experience in hosting and running large, in-person events, be highly motivated and excited about event planning and creating exceptional experiences.

Preferred candidates may have some exposure to event planning through coursework, volunteer work, or prior experience, but a willingness to learn and a can-do attitude are equally valuable. The ideal candidate is excited about growing their skills in a dynamic and fast-paced environment while contributing to meaningful and memorable events.

Primary Responsibilities

• Event Planning Support
• Coordinate event logistics, including scheduling, vendor communication, and securing/shipping supplies
• Maintain detailed records, such as event timelines, attendee lists, and venue assignments
• Create assets for events including nametags, table toppers, QR codes, presentation decks, and more
• Event Communications
• Prepare and distribute internal & external communications related to events.
• Liaise with external vendors or contractors to confirm arrangements, such as catering or rentals.
• Support team meetings by preparing materials or contributing creative ideas.
• Day-of-Event Coordination
• Set up and break down event spaces, including arranging seating, decorations, and AV equipment.
• Act as a point of contact during events, ensuring smooth operations and addressing any issues.
• Support attendee registration and check-ins, ensuring a welcoming and organized experience.
• Event Debriefing and Learning
• Support post-event debriefs by preparing materials and scheduling meetings
• Contribute to how-to documents and processes that streamline event operations
• Help prepare, distribute, and analyze surveys

As the Ideal Candidate, you have

• Attention to Detail: Meticulous in coordinating event details, ensuring nothing is overlooked.
• Strong Organizational Abilities: Able to handle multiple tasks, manage timelines, and ensure all event logistics are executed seamlessly.
• Effective Communication Skills: Comfortable interacting with diverse groups, both verbally and in writing, to convey ideas, updates, and solutions clearly.
• Team Player Mindset: Works well in collaborative settings and is flexible when adapting to the needs of the team or event.
• Proactivity and Initiative: Eager to take on tasks independently and contribute innovative ideas to enhance events.

Physical Characteristics of Work Environment:

• Office-based work environment
• Typing and computer usage throughout the day
• 9-5 business hours M-F, with occasional 10-12hrs/day when supporting events
• Must lift and carry a minimum of 15 lbs