Event and Office Coordinator

Job Summary:

Zymo Research is looking for a dynamic individual to join our Event Planning Team! The Event & Office Coordinator is responsible for planning coordinating and executing trade shows conferences corporate events and internal company functions. This role ensures seamless event operations from start to finish while partnering with internal teams vendors and external partners. The ideal candidate is highly organized proactive detail-oriented and thrives in a fast-paced entrepreneurial environment.

In addition to event planning responsibilities this position supports general office administration to ensure smooth day-to-day operational workflows.

Join us in making a meaningful impact!

Key Responsibilities:

Event Planning & Execution

Plan organize and oversee all aspects of trade shows conferences and company events from concept through execution.

Develop event timelines budgets and project plans; track expenses manage purchase orders and reconcile costs.

Secure venues and negotiate contracts with exhibitors vendors and service providers.

Coordinate all logistics including booth design floor plans shipping installation and dismantling.

Prepare event materials such as signage badges exhibitor packets collateral and giveaways.

Maintain event documentation schedules contracts contact lists and vendor databases.

Manage marketing collateral inventory and ensure all branding materials are prepared and available.

Partner with marketing and sales teams to align event goals with brand customer engagement and revenue objectives.

On-Site & Remote Event Support

Lead on-site event operations including setup teardown staffing coordination and troubleshooting.

Manage attendee experience traffic flow customer interactions and booth performance.

Oversee audiovisual catering décor and exhibitor requirements as needed.

Provide real-time issue resolution to ensure seamless execution.

Vendor Partner & Internal Coordination

Serve as a primary point of contact for internal teams vendors venues and exhibitors.

Provide clear communication onboarding updates and support leading up to and during events.

Arrange travel lodging and transportation for staff and event personnel.

Ensure compliance with all venue safety insurance and regulatory requirements.

Reporting & Performance Tracking

Track event metrics including attendance engagement leads and ROI.

Prepare post-event reports summarizing performance successes and improvement opportunities.

Facilitate lead capture post-event surveys and lead distribution workflows.

Training & Enablement

Support or deliver training on event logistics booth setup brand and messaging standards customer engagement safety protocols and the use of event tools (e.g. scanners CRM apps lead retrieval systems).

Provide guidance on vendor rules exhibitor expectations and post-event procedures.

Office Administration

Support general office operations to maintain a well-organized efficient working environment.

Assist with scheduling administrative coordination and internal communication.

Manage office supplies inventory vendor services and facility maintenance requests.

Help coordinate internal meetings onsite visits and company-wide functions.

Assist with document organization record-keeping and routine administrative reporting.

Qualifications:

Essential Qualifications

Exceptional organization prioritization and time-management skills.

Strong written and verbal communication skills for vendor and team coordination.

Ability to manage multiple projects simultaneously with a high level of accuracy.

Positive collaborative and solutions-oriented mindset.

Valid drivers license and ability to travel for events (up to 5%).

Ability to work onsite and occasionally support early morning evening or weekend event schedules.

Ability to lift up to 50 lbs for event setup.

Preferred Qualifications:

1 year experience in event planning trade shows conferences or related roles.

Experience with Microsoft Office (Excel Word PowerPoint SharePoint).

Familiarity with CRM systems project management tools Adobe Illustrator/Photoshop or marketing workflows.

Experience in fast-paced deadline-driven environments.

About Us:

Since its inception in 1994 Zymo Research has been proudly serving the scientific community by providing innovative reliable and high-quality research tools and products. Whether its DNA RNA epigenetics microbiomics protein or yeast-based research our philosophy remains the same: To provide the highest quality products in the industry while ensuring they are both simple to use and reliable in their performance.

Recognized as a Top Workplace by the Orange County Register inand named a Top Workplace USA in 2023 Zymo Research continues to be a vibrant community where employees thrive feel connected and are inspired by their work. If you are passionate about contributing to scientific advancement and want to be part of an exceptional team in a dynamic growing company wed love to hear from you!

Compensation Benefits and Perks:

The estimated base compensation range for this position is $25-$30 per hour at the time of posting. Actual compensation details will be provided in writing at the time of offer if applicable and is based on several factors we believe fairly and accurately impact compensation including geographic location experience knowledge skills abilities and other job permitted factors.

Zymo Research also offers competitive benefits and perks including:

• Medical Dental Vision and Life Insurance Coverages
• EAP Sessions
• Vacation Time plus Company Holidays
• Paid Sick Leave
• Generous 401(K) with matching
• Employee Referral Bonus
• Complimentary fruit snacks and beverages
• Complimentary catered lunches on Thursdays
• Complimentary EV Charging

Equal Employment Opportunity Employer:

Zymo Research welcomes candidates of all backgrounds. These include sex age color race religion marital status national origin ancestry sexual orientation gender gender identity gender expression physical & mental disability medical condition genetic information military and veteran status or any other protected status as defined by federal state or local law.

Location:

Onsite Zymo Research Operations 2911 Dow Ave. Tustin CA 92780

Disclaimer:

At Zymo we take the integrity of our hiring process seriously. Please be aware of fraudulent recruitment activities that may use our name to deceive job seekers. We will never ask for payment sensitive personal information or financial details during the recruitment process.

All legitimate communications will come from an official Zymo or TriNet Hiring email address. If you are contacted by anyone claiming to represent us using a free email service (e.g. Gmail Yahoo Hotmail) or asking for payment please treat this as fraudulent and report it immediately to