Events Coordinator

Your Role as an Events Coordinator at Vital Farms

The Events Coordinator supports the planning, coordination, and flawless execution of company-wide events and team offsites at Vital Farms. This pivotal role brings our culture to life through experiences that connect Crew Members, celebrate milestones, and support business objectives.

Working closely with the Events Manager and various cross-functional partners, the Events Coordinator will meticulously manage logistics, timelines, communication, and on-the-ground details, ensuring every event is well-organized, on-brand, and genuinely reflective of Vital Farms' values.

What You'll Do

Event Planning & Coordination

• Support the Events Manager in planning and executing diverse company-wide events, including all-hands meetings, annual gatherings, celebrations, leadership summits, and culture events.
• Coordinate logistics for in-person, virtual, and hybrid events, encompassing venue selection, catering, A/V, transportation, room blocks, and necessary materials.
• Partner with leaders and key stakeholders to ascertain event goals, translating them into clear event plans and comprehensive run-of-show documents.
• Assist with planning and logistics for team offsites, providing agenda support, activity coordination, team-building session organization, and on-site oversight.

Logistics & Vendor Management

• Manage day-to-day event logistics, timelines, and checklists to ensure all details are captured and executed promptly.
• Coordinate effectively with external vendors such as venues, hotels, caterers, transportation, and production companies, including obtaining quotes, tracking deliverables, and managing onsite contacts.
• Support contract routing and invoice processing, ensuring accuracy and strict adherence to budget guidelines.

On-Site & Day-of Event Execution

• Serve as a primary point-of-contact during events, providing crucial support for setup, registration, wayfinding, troubleshooting, and breakdown.
• Ensure event spaces are meticulously set up according to plan, covering seating arrangements, signage, décor, A/V systems, catering placement, and distribution of swag.
• Quickly address any day-of issues with a calm, solutions-oriented approach to safeguard the Crew Member experience.

Communication & Crew Experience

• Partner with the Communications team to draft and coordinate all event communications, including invitations, registration instructions, timely reminders, FAQs, and post-event follow-ups.
• Help ensure all events are inclusive, accessible, and align with Vital Farms’ core values, thoughtfully considering diverse needs and perspectives.
• Support the development of essential event materials such as agendas, presentations, name badges, signage, and feedback surveys.

Project Management & Administration

• Maintain detailed project plans, timelines, and status trackers for all assigned events.
• Track attendance, confirm RSVPs, and manage registration lists; support post-event reporting and consolidation of feedback.
• Collaborate with the Events Manager to track spend against budget and proactively identify cost-effective solutions when possible.
• Maintain comprehensive event-related documentation, templates, and process guides to continuously improve consistency and efficiency.

What You Bring To The Table

• 2–4 years of experience in event coordination, event planning, hospitality, marketing, employee engagement, or a closely related field.
• Proven experience supporting logistics for corporate events, conferences, offsites, or similar programs, both in-person and/or virtual.
• Strong organizational and project management skills, with the demonstrated ability to manage multiple events and deadlines simultaneously.
• Ability to travel 25-35% to event locations and team offsites.
• High attention to detail and a proactive mindset, allowing you to anticipate needs, identify gaps, and ensure thorough follow-through.
• Excellent written and verbal communication skills, capable of clearly conveying event details and expectations.
• Comfortable collaborating effectively with cross-functional partners at all levels, consistently providing a high level of service.
• Ability to remain calm and flexible in fast-moving, changing environments, adapting quickly to new challenges.
• Proficiency with common tools such as Microsoft Office/Google Suite; experience with event platforms (e.g., Zoom, Teams, registration tools) is a distinct advantage.
• A deep commitment to creating inclusive, engaging experiences that authentically reflect Vital Farms’ culture and values.

Key skills/competency

• Event Planning
• Logistics Coordination
• Vendor Management
• Project Management
• On-site Event Execution
• Communication Skills
• Team Collaboration
• Budget Tracking
• Google Suite
• Stakeholder Engagement