Senior Events & Offsite Coordinator

About the Employee Experience Team

At Thumbtack, we believe a thriving team is the foundation of a thriving business. As an award-winning virtual-first (not virtual-only) company, we’re intentional about helping people feel connected, cared for, and empowered no matter where they’re working from. That’s why our Employee Experience (EX) function isn’t just a nice-to-have, it’s a core part of how we operate. Embedded within the People org, our EX team is behind the moments that make work feel meaningful. We create in-person connection opportunities, build thoughtful recognition programs, and support holistic wellbeing in ways that truly matter to people, rather than just ticking a box.

About the Role

As a Senior Events & Offsite Coordinator, you’ll partner with our Sr. Events Manager to power the planning and flawless execution of employee gatherings for our distributed workforce, bringing Thumbtack’s events and gathering model to life.

As part of the Employee Experience org — and a small-but-mighty two-person team in the Philippines — you’ll drive the logistics behind events and offsites: from venue sourcing and vendor coordination to on-site support, food & beverage selection, programming guidance, and post-event wrap-ups, all while keeping partners and attendees informed along the way.

In this role, you’ll start by coordinating logistics and work streams across our events, and grow into owning small-to-midsize events end-to-end. You’ll also contribute to playbooks and templates, and support light strategy and senior-leadership alignment — including run-of-show standards and post-event insights.

We host a range of in-person events in the Philippines each year — from small team gatherings and functional offsites to larger leadership meetings and our flagship TT Connect program — which bring together all PH employees and senior US leaders for a week of learning and celebration. You’ll have a hand in all of them.

This role involves domestic travel in the Philippines about once a quarter, plus occasional evenings or weekends for major events.

What you’ll do

• End-to-end logistics: Coordinate event and offsite logistics for small, medium, and large‑scale gatherings, including venue sourcing/holds, contract routing, catering, A/V, travel, shipping, F&B, and day‑of schedules, incorporating inter-island travel nuances, seasonality, and permitting – as well as inclusion and accessibility – into recommendations and plans.
• Planning discipline & systems: Build clear planning artifacts (timelines, run‑of‑show, checklists, planning docs, registration) and keep stakeholders aligned on milestones and responsibilities and operating/maintaining core workflows/systems (Swoogo, Navan, Ironclad/Coupa) with strong data hygiene.
• Vendors, invoices & contracts: Manage and build rapport with key vendors; collect bids and negotiate within guardrails; evaluate new venues/vendors with budget-conscious proposals; review contracts; and ensure all contracts, POs, and invoices are processed accurately, on time, and in compliance (Ironclad familiarity a plus).
• Attendee comms & travel: Serve as the first point of contact for attendee inquiries (Slack, Jira, etc.) with a customer-first, problem-solving mindset. Manage travel and registration, draft and send event communications (invites, RSVPs, reminders, briefs, FAQs), produce simple post-event recaps, and leverage AI to standardize briefs, comms, and run-of-show variants.
• Onsite Operations: Be the calm, grounded (and organized!) presence when on-site supporting events, seamlessly managing setup, signage, registration, and troubleshooting in-the-moment needs with confidence and care.
• Crossfunctional Collaboration: Partner closely with teammates across Employee Experience, People Ops, Comms, and the Executive Admin team to proactively connect the dots and ensure alignment on timelines, roles, and responsibilities for seamless event execution.
• Measurement & improvement: Collect feedback and metrics; document learnings and help evolve repeatable templates and best practices.

In order to be successful, you must bring

• Relevant Experience: 3–5 years in events coordination, operations, or hospitality (corporate or agency experience is a plus, as is working for a fast-paced, US-based tech company).
• Organizational Excellence: Impeccable organization and attention to detail; comfortable juggling multiple timelines and priorities.
• Operational Rigor: You have a bias for action and getting things done, as well an ability to stay calm under pressure. You anticipate needs and solve issues before they escalate.
• Exceptional Communicator: Strong written and verbal communication;
• Vendor, Events & Budget Fluency: Knowledge on event, vendor and budget basics: quotes, contract routing, POs/invoices, and cost tracking. You make disciplined cost-control decisions and provide clear, ROI-based tradeoff recommendations.
• Tools & AI Fluency: Proficiency with collaboration, PM, and event tools (Google Workspace, Swoogo, Navan, Coupa, Ironclad), and a material curiosity to adopt new tools that drive automation and efficiency, including AI. You actively use AI to speed research and drafting.
• Growth mindset: You are eager to learn, take on ownership, and contribute to playbooks, templates, and continuous improvement.