Events & Experiences Manager

What you'll do:

Annual Company Summit
•    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.
External Conferences & 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.
Internal Company & Team Events
•    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.

Event Operations
•    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.

What you bring:

•    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.