Responsibilities
- 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.
- 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.
- 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.
- 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.
Requirements
- 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.
Benefits
- Generous equity grants of ISO stock options
- We offer an exceptional benefits package with high employer-paid contributions for health, dental, and vision insurance
- 4% 401(k) match
- Flexible PTO, a weeklong winter shutdown, and 10 holidays each year
- Occasional travel required - Quarterly team offsites
- The opportunity to build a critical software platform that accelerates the American healthcare system's transition to value-based care
Additional Information
- Applicants must be legally authorized to work in the United States for the duration of their employment.
- This position is not eligible for employer-sponsored immigration sponsorship, now or in the future.
- Applicants must be able to work in the United States without requiring employer sponsorship.
