Event Planner – Apex Systems

Company Name: Apex Systems
Location: Redwood City, CA
Type: Full Time

Job Description:

The Science Meetings & Community Team works to increase collaboration and dissemination of knowledge within and between scientific communities, and between those communities. We do this through the planning and execution of meetings, workshops and hackathons, and through the support of collaboration tools. For us, collaboration means recognizing that the challenges in biomedical science are complex and solving them requires different kinds of expertise. It also requires the ability to communicate productively across groups. By bringing the best from different scientific fields together to find new ways to engage, share knowledge and learn, we aim to accelerate the pace of collaboration, and create a scientific community, environment and culture that nurtures biomedical discovery and innovation.

The Event Planner for Science will work closely with the Director of Meetings and Community for Science, other Event Planners, and members of the broader Science team to help plan and execute scientific convenings. This includes coordinating event logistics, communicating with participants, preparing meeting materials, managing travel, and more. As this role is part of our Science team, a genuine interest in and affinity with science and the work of Science is strongly preferred.

This contract position is full-time (40 hours) for a period of 12 months and located in the San Francisco Bay Area. Remote work from the Bay Area with occasional office visits is available. The position requires up to 50% travel and working some weekends and evenings.


  • Schedule, plan, and execute multi-day science events, annual meetings, workshops, hackathons, and other convenings, both virtually and in-person
  • Lead planning meetings, develop timelines, and coordinate tasks in partnership with the program staff to ensure that meetings are implemented on a timely basis and executed within established budgets
  • Serve as point of contact between internal partners, meeting attendees and external partners
  • Manage all event logistics, including registration and attendee tracking, presentation and materials support, travel and lodging management for participants, and budget tracking
  • Select and maintain contact with vendors, negotiate and prepare event contracts
  • Lead event production and coordination. Set up location, greet guests, coordinate with vendors, and troubleshoot throughout the event
  • Support other team members of the Meetings & Community Team as needed

You have

  • 5+ years of experience in planning and executing high-profile, multi-day, in-person events of various scope
  • Thorough comprehension of the principles and best practices of event management, event technology, and operations logistics
  • Experience with hosting virtual events on Zoom
  • Ability to work both independently and as part of a team
  • Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines
  • Excellent interpersonal, communication, time management, and customer service skills. Must be highly organized and detail oriented
  • Ability to interact and communicate effectively with individuals at all levels of the organization as well as with external partners, vendors and service providers
  • Flexibility, integrity, independence, energy, responsibility
  • Working knowledge of Microsoft Office suite and Google suite. Knowledge of Adobe Creative Suite, Asana, Spatial Chat, and/or Wistia software is a plus
  • Certified Meeting Professional (CMP) certification or similar credentials preferred

Must have

  • Build relationships with new and existing internal and external partners
  • Communication Skills
  • Contract Negotiation
  • Demonstrated project management experience
  • Event planning
  • Events Management
  • Event Support, Conference Rooms Support, VC application support (Zoom, Webex, Bluejeans, Goto Meeting, Google Meet)
  • Google Suite
  • Live Events
  • Planning Skills
  • Project Coordination
  • Vendor management
  • Video Conferencing

Nice to have

  • Adobe Creative Suite
  • Asana or similar
  • Event planner certificate

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please