Workplace Event/Venue Program Manager (Hines@Airbnb)

Hines•San Francisco, CA

3d•Onsite

About The Position

When you join Hines, you will embark on a career journey fueled by vision and guided by leaders who set the standards of our industry. Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies, as well as recognition as one of U.S. News & World Report’s Best Companies to Work For in 2024. Discover endless opportunities to grow and make your mark at Hines. Responsibilities As the Workplace Event/Venue Program Manager with Hines, you are essential to fostering connection and community, sparking collaboration and enabling productivity, and supporting a broad range of events, partnering with Workplace Experience, The Admin Community, Security, IT, AV, and building management teams to ensure onsite events and gatherings are fully supported. You’ll focus on creating a seamless and hosted experience for event planners and attendees by coordinating resources, tools, planning, and execution. The position will also observe trends, recognize opportunities for process efficiencies, and improve policies and procedures pertaining to onsite gatherings.

Requirements

High school diploma or equivalent from an accredited institution. Bachelor's degree preferred
Five or more years of experience in event coordination/event administrative support, customer service, hospitality, or travel industry. Tech office environment preferred
Bay Area based - must be able to work onsite 5 days in the San Francisco office
Passionate about events and demonstrates values of being an exceptional host and having top-notch customer service
High level of organization and attention to detail
Exceptional project management and communication skills, with the ability to manage multiple events and prioritize tasks
Resourceful, observant, and proactive
Proven track record of managing at least 3-5 direct reports
Flexible, adaptable to changes, able to shift as business needs evolve
Proficient with Google Workspace (Gmail, Calendar, Docs, and Sheets), JIRA, Confluence, and Slack

Nice To Haves

Facilities experience desirable

Responsibilities

Coordinate and partner with cross-functional partners (Food team, Security, Facilities, IT, AV, Employee Engagement and others), and external vendors to support and execute onsite events, while ensuring the highest standards of ‘white glove’ customer service are met.
Develop working relationships with internal and external vendors and establish a roster of external event vendor partners (production, rentals, catering, bar service, florals, etc.) for ongoing event and production support.
Lead and develop a team of Workplace Experience Coordinators, overseeing resource allocation for large-scale gatherings while implementing structured performance reviews and professional development tracks to ensure team growth and operational excellence.
Ensure supported events are in compliance with all building, Company and local requirements related to permitting, Certificates of Insurance (COIs), alcohol licenses, event guidelines/regulations, etc.
Liaise with the Landlord and Facilities teams for event approvals, vendors, permits, logistics and coordination activities pertaining to events taking place within the Company's premises or building common areas.
Meet with event hosts and stakeholders regularly to review event logistics and hand-hold critical events.
Alongside the Workplace Experience leads, partner closely with the Employee Engagement team to stay informed and contribute to curated events.
Be available to support after-hours and for high-priority events.
Perform regular venue inspections to assess overall condition and put in maintenance tickets to various teams (facilities, janitorial, Security, IT) as needed.
Create and/or maintain all venue information, including template seating plans, rules/requirements, venue offerings, headcount capacity, etc.
Partner with the Facilities team to ensure all event furniture (soft seating, tables, chairs, etc.) is tracked, well-maintained and accessible to support various events.
Intake and process event requests. Partner with Workplace Coordinators on:
meeting room and venue coordination and booking.
taking rooms offline/online.
regular inspections to assess room and venue conditions.
maintain the Active Rooms and Spaces sheet with up-to-date information.
Collect feedback and observations to improve Airbnb office spaces and amenities.
Identify opportunities for improving program policies and team communication and efficiency.
Create and submit monthly reports that demonstrate program progress and workload metrics (volume of requests and associated time spent).
Knowledgeable and able to communicate global and local policies around onsite gatherings and events to employees, answering all questions as they arise.
Maintain customer-facing policy information related to events in SF.
People management functions for Workplace Experience Coordinators supporting Events and gatherings.
Create proposals for new projects and events including timelines, budgets, and necessary supporting documentation.
Present budget(s) and project/event documentation for consideration, approval, and justify costs.