Event and Office Coordinator

Job Summary:

Zymo Research is looking for a dynamic individual to join our Event Planning Team! The Event & Office Coordinator is responsible for planning, coordinating, and executing trade shows, conferences, corporate events, and internal company functions. This role ensures seamless event operations from start to finish while partnering with internal teams, vendors, and external partners. The ideal candidate is highly organized, proactive, detail-oriented, and thrives in a fast-paced, entrepreneurial environment.

In addition to event planning responsibilities, this position supports general office administration to ensure smooth day-to-day operational workflows.

Join us in making a meaningful impact!

Key Responsibilities:

Event Planning & Execution

• Plan, organize, and oversee all aspects of trade shows, conferences, and company events from concept through execution.

• Develop event timelines, budgets, and project plans; track expenses, manage purchase orders, and reconcile costs.

• Secure venues and negotiate contracts with exhibitors, vendors, and service providers.

• Coordinate all logistics, including booth design, floor plans, shipping, installation, and dismantling.

• Prepare event materials such as signage, badges, exhibitor packets, collateral, and giveaways.

• Maintain event documentation, schedules, contracts, contact lists, and vendor databases.

• Manage marketing collateral inventory and ensure all branding materials are prepared and available.

• Partner with marketing and sales teams to align event goals with brand, customer engagement, and revenue objectives.

On-Site & Remote Event Support

• Lead on-site event operations, including setup, teardown, staffing coordination, and troubleshooting.

• Manage attendee experience, traffic flow, customer interactions, and booth performance.

• Oversee audiovisual, catering, décor, and exhibitor requirements as needed.

• Provide real-time issue resolution to ensure seamless execution.

Vendor, Partner & Internal Coordination

• Serve as a primary point of contact for internal teams, vendors, venues, and exhibitors.

• Provide clear communication, onboarding, updates, and support leading up to and during events.

• Arrange travel, lodging, and transportation for staff and event personnel.

• Ensure compliance with all venue, safety, insurance, and regulatory requirements.

Reporting & Performance Tracking

• Track event metrics including attendance, engagement, leads, and ROI.

• Prepare post-event reports summarizing performance, successes, and improvement opportunities.

• Facilitate lead capture, post-event surveys, and lead distribution workflows.

Training & Enablement

• Support or deliver training on event logistics, booth setup, brand and messaging standards, customer engagement, safety protocols, and the use of event tools (e.g., scanners, CRM apps, lead retrieval systems).

• Provide guidance on vendor rules, exhibitor expectations, and post-event procedures.

Office Administration

• Support general office operations to maintain a well-organized, efficient working environment.

• Assist with scheduling, administrative coordination, and internal communication.

• Manage office supplies, inventory, vendor services, and facility maintenance requests.

• Help coordinate internal meetings, onsite visits, and company-wide functions.

• Assist with document organization, record-keeping, and routine administrative reporting.

Administrative Assistant

Supplies & Inventory

• Order and restock office and kitchen supplies (cups, plates, utensils, coffee, and tea).
• Monitor kitchen, pantry, and refrigerator stock levels for Tustin buildings.
• Place weekly orders for fruit, snacks, and beverages for Tustin buildings.

Cleanliness & Hygiene

• Ensure daily tidiness and organization of kitchen and break areas at Tustin buildings.
• Help enforce cleanliness policies (labeling food, cleaning appliances after use, discarding expired items).

Equipment Maintenance

• Keep kitchen appliances (microwave, coffee machine, refrigerator, etc.) clean and in good working condition.
• Report or arrange repairs and maintenance as needed.

Hospitality & Events

• Set up catering or refreshments for interviews and corporate meetings.
• Help organize weekly treats or office lunches.
• Place monthly orders for birthday cakes and cheesecakes.
• Place and maintain seasonal and holiday decorations in common areas.

Mail & Deliveries

• Receive and distribute incoming packages and mail to the appropriate recipients or departments.

Qualifications:

Essential Qualifications

• Exceptional organization, prioritization, and time-management skills.

• Strong written and verbal communication skills for vendor and team coordination.

• Ability to manage multiple projects simultaneously with a high level of accuracy.

• Positive, collaborative, and solutions-oriented mindset.

• Valid driver's license and ability to travel for events (up to ~5%).

• Ability to work onsite and occasionally support early morning, evening, or weekend event schedules.

• Ability to lift up to 50 lbs for event setup.

Preferred Qualifications:

• 1+ year experience in event planning, trade shows, conferences, or related roles.

• Experience with Microsoft Office (Excel, Word, PowerPoint, SharePoint).

• Familiarity with CRM systems, project management tools, Adobe Illustrator/Photoshop, or marketing workflows.

• Experience in fast-paced, deadline-driven environments.

About Us:

Since its inception in 1994, Zymo Research has been proudly serving the scientific community by providing innovative, reliable, and high-quality research tools and products. Whether it's DNA, RNA, epigenetics, microbiomics, protein, or yeast-based research, our philosophy remains the same: To provide the highest quality products in the industry while ensuring they are both simple to use and reliable in their performance.

Recognized as a Top Workplace by the Orange County Register in 2021, 2022, and named a Top Workplace USA in 2023, Zymo Research continues to be a vibrant community where employees thrive, feel connected, and are inspired by their work. If you are passionate about contributing to scientific advancement and want to be part of an exceptional team in a dynamic, growing company, we'd love to hear from you!

Compensation, Benefits, and Perks:

The estimated base compensation range for this position is $25-$30 per hour at the time of posting. Actual compensation details will be provided in writing at the time of offer, if applicable, and is based on several factors we believe fairly and accurately impact compensation, including geographic location, experience, knowledge, skills, abilities, and other job permitted factors.

Zymo Research also offers competitive benefits and perks including: 

• Medical, Dental, Vision, and Life Insurance Coverages
• EAP Sessions
• Vacation Time plus Company Holidays
• Paid Sick Leave
• Generous 401(K) with matching 
• Employee Referral Bonus
• Complimentary fruit, snacks, and beverages
• Complimentary catered lunches on Thursdays 
• Complimentary EV Charging 

Equal Employment Opportunity Employer:  

Zymo Research welcomes candidates of all backgrounds. These include sex, age, color, race, religion, marital status, national origin, ancestry, sexual orientation, gender, gender identity, gender expression, physical & mental disability, medical condition, genetic information, military and veteran status, or any other protected status as defined by federal, state, or local law.

Location:

Onsite – Zymo Research Operations– 2911 Dow Ave., Tustin, CA 92780

Disclaimer:

At Zymo, we take the integrity of our hiring process seriously. Please be aware of fraudulent recruitment activities that may use our name to deceive job seekers. We will never ask for payment, sensitive personal information, or financial details during the recruitment process.

All legitimate communications will come from an official Zymo or TriNet Hiring email address. If you are contacted by anyone claiming to represent us using a free email service (e.g., Gmail, Yahoo, Hotmail) or asking for payment, please treat this as fraudulent and report it immediately to HR@zymoresearch.com