Events Coordinator

Role Overview

• Support the Events Manager in planning and executing company-wide events (e.g., all-hands meetings, annual gatherings, celebrations, leadership summits, and culture events).
• Coordinate logistics for in-person, virtual, and hybrid events, including venue selection, catering, A/V, transportation, room blocks, and materials.
• Partner with leaders and key stakeholders to understand goals for each event and translate them into clear event plans and run-of-show documents.
• Assist with planning and logistics for team offsites, including agenda support, activities, team-building sessions, and on-site coordination.
• Manage day-to-day event logistics, timelines, and checklists to ensure all details are captured and executed on time.
• Coordinate with external vendors (venues, hotels, caterers, transportation, production, etc.), including obtaining quotes, tracking deliverables, and managing onsite contacts.
• Support contract routing and invoice processing, ensuring accuracy and alignment with budget guidelines.
• Serve as a key point-of-contact during events, supporting setup, registration, wayfinding, troubleshooting, and breakdown.
• Ensure event spaces are set up according to plan (seating, signage, décor, A/V, catering placement, swag, etc.).
• Quickly address day-of issues with a calm, solutions-oriented approach to protect the Crew experience.
• Partner with the Communications team to draft and coordinate event communications such as invitations, registration instructions, reminders, FAQs, and post-event follow-ups.
• Help ensure events are inclusive, accessible, and aligned with Vital Farms’ values, considering diverse needs and perspectives.
• Support development of event materials (agendas, presentations, name badges, signage, feedback surveys, etc.).
• Maintain project plans, timelines, and status trackers for assigned events.
• Track attendance, confirm RSVPs, and manage registration lists; support post-event reporting and feedback consolidation.
• Partner with the Events Manager to track spend against budget and help identify cost-effective solutions where possible.
• Maintain event-related documentation, templates, and process guides to improve consistency and efficiency over time.

Requirements

• 2–4 years of experience in event coordination, event planning, hospitality, marketing, employee engagement, or a related field.
• Proven experience supporting logistics for corporate events, conferences, offsites, or similar programs (in-person and/or virtual).
• Strong organizational and project management skills with the ability to manage multiple events and deadlines at once.
• Ability to travel 25-35% to event locations and team offsites.
• High attention to detail and a proactive mindset—you anticipate needs, spot gaps, and follow through.
• Excellent written and verbal communication skills; able to clearly convey event details and expectations.
• Comfortable collaborating with cross-functional partners at all levels and providing a high level of service.
• Ability to remain calm and flexible in fast-moving, changing environments.
• Proficiency with common tools such as Microsoft Office/Google Suite; experience with event platforms (e.g., Zoom, Teams, registration tools) is a plus.
• Commitment to creating inclusive, engaging experiences that reflect Vital Farms’ culture and values.
• You give a sh*t – You believe in acting like an owner and making Vital Farms a place to be proud of.

Benefits

• Medical, Dental, and Vision insurance
• Paid Parental Leave
• 401(k) with a 3% contribution from Day 1
• Free eggs and butter along with friends and family discounts
• Fun team SWAG