Events & Offsite Coordinator (Hybrid - San Francisco)

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 an Events Coordinator, you’ll bring Thumbtack’s virtual-first culture to life through seamless in-person experiences — from intimate team gatherings to 500+ person offsites. You’ll manage end-to-end logistics including venue sourcing, travel coordination, food & beverage, vendor management, and registration tools like Swoogo and Navan.

You’ll collaborate closely with Events Managers and partners across Thumbtack to turn plans into polished, memorable experiences. Beyond execution, you’ll help scale our programs by refining playbooks, maintaining venue and vendor databases, managing contracts, and continuously improving our events to make each one even better than the last.

You’ll join a high-performing, collaborative team that takes pride in delivering exceptional experiences and having fun along the way. If you thrive on organization, enjoy bringing order to complexity, and take satisfaction in seeing every detail come together seamlessly, you’ll feel right at home here.

What You'll Do

• Event Operations (including those that take place in our SF office): Work from the SF office one day per week on average (more during event periods) to manage logistics and onsite support for San Francisco office meetings, offsites, and events (eg small-to-medium offsites, board meetings, and leadership gatherings, etc). Handle space scheduling, vendor coordination, F&B, and execution to ensure seamless experiences for internal teams and visitors. Support larger events (20–500 attendees) at external venues by coordinating AV, F&B, registration, and run-of-show logistics.
• Event Sourcing: Proactively research and evaluate potential venues, hotels, and third-party vendors aligned to event goals, attendee profiles, and budget. Provide clear, detailed proposals with cost estimates, tradeoffs, and logistics considerations to support strategic decision-making. It’s a plus if you’re familiar with hotels, restaurants, activities, and event spaces around San Francisco.
• Attendee Experience & Tools: Manage registration platforms (like Swoogo), oversee travel and expense workflows (via Navan), answer attendee support tickets or Slacks, and ensure timely, clear event communications that set attendees up for a smooth experience.
• Vendor & Budget Management: Actively manage and build rapport with key vendors, ensuring all contracts and purchase orders are accurate, compliant, and processed efficiently. Evaluate new vendors with thoughtful, budget-conscious proposals. Experience managing vendor PO’s and payments is a plus.
• Crossfunctional Collaboration: Partner closely with teammates across Employee Experience, Internal Events, 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. Events don’t happen in a silo here - one team, one dream!
• Catering & Hospitality: Coordinate catering for small groups — including local orders, pickups, payments, and onsite setup for meals and breaks. Keep teams well-fed, hydrated, and focused. Comfort handling occasional Costco order pickups or deliveries is a plus.
• Project & Process Management: Maintain playbooks, templates, and event documentation to standardize high-quality execution; identify opportunities to scale and streamline planning.

In order to be successful, you must bring

• Location & Travel: Must be able to work onsite at our San Francisco office at least once per week (more frequently during event periods). Able to travel domestically for events (~4-6 times/year), including occasional evenings or weekends.
• Experience & Execution: 2-4 years of experience in event coordination, operations, logistics, or travel/entertainment, ideally within fast paced/dynamic environments mirroring Thumbtack. You’ve led operational workstreams before, and you know how to run things start to finish autonomously.
• Operational Hustle: You take pride in staying five steps ahead. You think strategically, sweat the details, and thrive in the weeds. This is a high-performing team and we rely on each other to deliver.
• Communication & Collaboration: A clear, proactive communicator with strong written and verbal skills. You’re comfortable navigating cross-functional dynamics and supporting senior stakeholders with professionalism and partnership.
• Project & Time Management: Ability to juggle multiple events or priorities while staying organized and solutions-focused, with proven attention to detail and follow through even when working through the sometimes messy middle.
• Cultural & Employee Experience Awareness: You understand what makes internal events meaningful, especially in a distributed or virtual-first setting, and you’re excited to help design our events with inclusion, connection, and experience in mind.
• Tools & Systems Fluency: Comfortable using tools like Google Workspace, Slack, Swoogo, Navan, and ideally familiar with systems like Ironclad or Coupa (or excited to learn them). Interest in leveraging AI to enhance workstreams.

Expected salary ranges

• For candidates living in San Francisco / Bay Area, San Jose, New York City, or Seattle metros, the expected salary range for the role is currently $85,000 - $110,000.

Actual offered salaries will vary and will be based on various factors, such as calibrated job level, qualifications, skills, competencies, and proficiency for the role.