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