Event Operations Specialist

About the role

You are the operational backbone ensuring every in-person dinner, party, and workshop for founders and HR teams runs seamlessly and feels premium. You own the full execution lifecycle from initial venue sourcing through on-site management and post-event debriefs. This role demands hands-on ownership where you resolve issues in real time and keep every event on schedule and on budget. You will think critically about scaling event formats as the company grows across new geographies and audience segments. You act as a strategic thought partner while managing the countless details that separate a good event from a memorable one. Every action you take ensures the experience reflects Alma's mission of making immigration more accessible and human through technology. You will collaborate closely with events, sales, and growth teams to maintain a consistent and premium brand experience.

Key facts

What you'll do

• Manage the complete operational lifecycle of events including venue sourcing, catering, vendors, AV, run-of-show, and merchandising.
• Serve as the primary point person on-site, resolving issues quickly and ensuring smooth execution from start to finish.
• Ensure every event delivers a premium, thoughtful experience that aligns with Alma's brand standards and values.
• Design and refine repeatable playbooks, checklists, and timelines tailored to different event formats and audience sizes.
• Standardize operational workflows and documentation so processes remain consistent and scalable across the events calendar.
• Track budgets, staffing requirements, and vendor relationships in coordination with the events calendar and fiscal planning.
• Partner with the Events & Partnerships Lead to translate strategic objectives into a concrete, executable operational plan.
• Review incoming event requests and stakeholder needs to confirm logistics match the intended participant experience and outcomes.
• Maintain visibility into timelines, action items, and dependencies across multiple concurrent events to prevent bottlenecks.
• Deliver clear, regular updates on event readiness, risks, and support needs to cross-functional stakeholders.
• Monitor operational performance after each event to identify friction points, time-saving wins, and opportunities for improvement.
• Track expenses against budgets for every event, flag potential overages early, and propose realistic budgets for future events based on historical spend and scope.
• Continuously refine processes and documentation as the volume and complexity of Alma's event cadence increase over time.
• Act as the central coordinator for vendors, ensuring contracts, deliverables, and on-site requirements are met precisely.
• Support the creation of post-event reports that capture learnings, metrics, and recommendations for future iterations.

Requirements

• You have executed the operational side of high-quality events either through professional experience or advanced student involvement.
• You possess strong organizational skills and can successfully manage multiple events and vendors simultaneously without missing critical details.
• You demonstrate sharp judgment and remain calm when on-site issues arise that require immediate problem-solving.
• You are comfortable owning logistics from initial planning through final breakdown and post-event review.
• You enjoy building robust systems and documentation rather than only handling one-off execution tasks.
• You communicate clearly, proactively, and professionally with stakeholders across teams and functions.
• You create memorable event experiences that leave attendees feeling engaged and valued.
• You are willing to be the central person responsible for real-time decisions when plans change unexpectedly.

Nice to have

• Experience supporting events or operations in a fast-paced startup environment.
• Familiarity with immigration-focused events, community workshops, or professional development sessions.
• Comfort working in a mission-driven, high-growth company where roles evolve quickly.
• Exposure to budget tracking, vendor management, and cross-functional project coordination.

Practical notes

This role is full-time and based in San Francisco. No remote or hybrid options are specified in the current description. There are no explicit visa, travel, or deadline details mentioned in the provided source material. The position involves hands-on, in-person event execution across varied formats and audiences.