Event Coordinator

Job#: 3027854

Job Description:

The Team

Across our work in Science, Education, and within our communities, the Chan Zuckerberg Initiative (CZI) pairs technology with grantmaking, impact investing, and collaboration to help accelerate progress toward our mission to build a better future for everyone. Our Operations organization provides the essential services and support that enable this work to move forward. Operations includes teams across Brand & Communications, Central Technology, Finance, People, Real Estate/Workplace/Events/Facilities/Security (REWFS), Strategy & Operations, and Ventures.

The Events & Engagement team, part of REWFS, creates meaningful experiences that connect people, spark collaboration, and strengthen CZI's organizational ecosystem. Through thoughtfully designed internal events, scientific convenings, and training opportunities, the team fosters a sense of belonging and promotes knowledge-sharing across CZI and its partner communities.

The Opportunity

The Event Coordinator (Contract) supports the execution and delivery of meetings and events in close partnership with our Event Specialist and Event Planners. This role is highly hands-on and execution-focused, with particular ownership of event coverage, registration desk support, materials preparation, and post-event wrap-up. The goal of this role is to ensure smooth, well-supported meetings while sharing coverage across meeting days so that no single team member carries extended hours alone.

This contract position is full-time (40 hours) and based in the San Francisco Bay Area. The role requires domestic travel between 10-25%, including attendance at off-site Biohub convenings, and flexibility to work evenings and occasional weekends.

Responsibilities

Preparation

• Support preparation and printing of meeting materials, including signage and agendas
• Manage shipping logistics to and from event locations for all off-site convenings
• Print and manage attendee badges
• Support production prep and event set up, including office-based meetings

Execution

• Provide front-of-house and on-site support during in-person meetings and events
• Attend and support all off-site meetings and Biohub convenings
• Support Registration Desk staffing during off-site meetings
• Serve as an on-site point of contact for meeting participants and external vendors
• Support meeting operations, including attendee flow, shuttle coordination, and venue wrap-up

Post-Event Follow-Up

• Collect, return, store, or discard meeting materials following meetings and events
• Ensure materials and supplies are accounted for and properly reset after meetings

Supplies, Inventory & Space Management

• Track, manage, and organize meeting-related supplies and swag inventory
• Support maintenance and organization of Meetings and Events storage closets
• Maintain accurate inventory counts and proactively place orders and support swag requests from program teams

Team Support

• Partner closely with the Event Specialist through staggered schedules to ensure full meeting-day coverage
• Provide ad hoc execution and logistical support to the Event & Engagement Team as needed

Experience

• 2+ years of experience supporting or executing in-person, multi-day meetings or events
• Strong understanding of event logistics, on-site operations, and production workflows
• Comfort working on-site in dynamic, attendee-facing environments
• High attention to detail and reliability in executing time-sensitive tasks
• Strong interpersonal and communication skills with internal partners, vendors, and participants
• Ability to work independently while remaining closely aligned with a collaborative team
• Willingness to travel frequently for domestic meetings and work evenings, and occasional weekends
• Experience with event platforms, A/V support, or inventory systems is a plus

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRateds Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico. Apex uses a virtual recruiter as part of the application process. Click here for more details.

Apex Benefits Overview: Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our 'Welcome Packet' as well, which an Apex team member can provide.

Employee Type:

Contract

Location:

Redwood City, CA, US

Job Type:

Date Posted:

March 27, 2026

Pay Range:

$38 - $43 per hour

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