Event Coordinator

Company Name: SPARK NS

Location: Required onsite 4 days per week, Menlo Park, CA

Employment Type: Full-time, Non-exempt

About SPARK NS:

Founded in 2023, SPARK NS is an independent non-profit translational research organization dedicated to efficiently advancing promising neuroscience discoveries from the lab to the clinic. SPARK NS offers disease-specific, two-year translational research programs that provide funding, education, mentorship, and networking opportunities to academic principal investigators with promising therapeutic discoveries. The programs are designed to close gaps in knowledge and eliminate barriers that slow or prevent promising discoveries from directly benefiting patients. As an independent organization not affiliated with any academic institution, SPARK NS selects the most promising projects that emerge from the global neuroscience research community. As SPARK NS expands our operations, we seek a highly skilled and motivated event coordinator to join our dynamic team.

Job Description:

We are seeking a qualified and skilled Event Coordinator to support the successful delivery of SPARK NS Events. The Event Coordinator will support the Programs Team in rolling out events and platforms that positively impact our translational research initiatives and educational offerings. As an Event Coordinator, you will support the Programs Team with supporting all aspects of event planning, delivery and evaluation to ensure events are aligned with SPARK NS objectives. This position requires meticulous attention to detail, strong organizational skills, and the ability to work collaboratively with team members, vendors, and external stakeholders. We believe that emotional intelligence and self-awareness are as critical as technical skills. This role reports directly to the Director of Programs.

Responsibilities:

• Assist in the planning, coordination, and execution of events from start to finish, ensuring smooth operations and alignment with SPARK NS objectives.
• Work closely with the Director of Programs and Event Manager to support event strategy and objectives.
• Help maintain and update a database of preferred vendors and venues
• Assist in the development and management of event budgets, ensuring efficient allocation of resources.
• Coordinate with vendors for event-related services such as catering, accommodations, audio-visual equipment, and transportation.
• Help manage logistics, including transportation, accommodations, and on-site setup, ensuring a seamless experience for all attendees.
• Partner with Marketing function by supporting the creation and implementation of event marketing strategies to drive attendance and engagement.
• Assist in post-event evaluations to gather feedback and insights for future improvements using Qualtrics.
• Create registration, websites, and apps through our event management platform.
• Provide administrative and operational support to the Programs Team to meet the translational and educational goals of the organization.

Note: This job description is intended to convey primary job functions and requirements. Given the small and dynamic nature of the organization, it is not intended to be an exhaustive list of qualifications, skills, efforts, duties, or responsibilities associated with the position.

Minimum Qualifications:

• Bachelor's degree or an equivalent combination of education and relevant work experience.
• High EQ and self-awareness.
• Two years of event coordination or related experience.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both oral and written.
• Detail-oriented with a proactive approach to problem-solving.
• Proficient in event management software (Swoogo), Google Suite, Microsoft Office Suite, and other relevant tools.
• Ability to work in a fast-paced environment and meet deadlines.
• Flexibility to work evenings and weekends, as needed.
• Exceptional attention to detail.

Preferred:

• Two years of event coordination experience.
• Experience supporting large-scale or complex events.
• 1+ year of experience with Swoogo, Travefy, and Navan.

Compensation & Benefits:

• Competitive Hourly Rate: $36.00 - $41.00, based on qualifications and experience.
• Health Benefits: 100% employer-paid medical, dental, and vision coverage for you.
• SPARK NS believes in compensating talent fairly while reinvesting in our mission.

Travel: From time to time, travel domestically and internationally as required with advance notice.

Join us in making a difference! SPARK NS is an equal-opportunity employer! We value diversity and are committed to creating an inclusive work environment. Applicants from all backgrounds and experiences are encouraged to apply.