Conference Coordinator

Job Summary

The Events Coordinator serves as the primary point of contact for employee events at Duolingo's New York City office, supporting the Global Events Team in creating engaging, well-executed experiences that bring the company's culture to life. This role is responsible for coordinating event requests, managing event logistics, overseeing vendor relationships, supporting onsite event execution, and tracking event budgets.

This is a hands-on, collaborative position that partners with workplace operations, facilities, culinary teams, security, vendors, and internal stakeholders to deliver exceptional employee experiences while ensuring events are executed efficiently and professionally.

Key Responsibilities

• Serve as the liason for employee internal event requests
• Coordinate event planning, scheduling, logistics, building access, and post-event follow-up.
• Advise internal teams on event spaces, planning procedures, and office policies.
• Support event setup, execution, breakdown, and onsite troubleshooting.
• Coordinate major company events including Halloween, Owlidays, Bring Your Child to Work Day, Hackathons, Employee Recognition Month, and other campus activations.
• Manage recurring employee programs such as Snacky Hours, Pub Nights, office celebrations, and community events.Partner with culinary teams and catering vendors to execute food and beverage services.
• Create event timelines, production schedules, and run-of-show documents.Build strong relationships with facilities, security, building management, and external vendors.
• Source and manage vendors while maintaining preferred vendor partnerships.
• Track event budgets, process expenses, and assist with financial reporting.
• Maintain the company events calendar and coordinate employee communications through Slack, signage, and other channels.
• Identify operational challenges and implement solutions to ensure successful event execution.

Required Skills

• The Events Coordinator should demonstrate exceptional organization, attention to detail, professionalism, and a hospitality-first mindset. This role requires strong communication skills, the ability to manage multiple priorities, and a proactive approach to problem-solving.
• Successful candidates are collaborative, relationship-focused professionals who thrive in fast-paced environments and are passionate about creating memorable employee experiences.

Preferred Qualifications

• Bachelor's degree in Hospitality, Communications, Marketing, Event Management, or a related field, or equivalent professional experience.
• Three or more years of event coordination, workplace experience, hospitality, or event operations.
• Experience planning and executing internal employee events or corporate programs.
• Strong vendor management and budget tracking experience.
• Experience in a corporate, technology, or fast-paced workplace environment preferred.
• Excellent organizational, project management, and communication skills.
• Proficiency with Google Workspace, Slack, Canva, event management platforms, and project management software.
• Ability to manage multiple projects while maintaining exceptional attention to detail.
• Passion for creating engaging workplace experiences and building employee community.

Operational Expectations

• Must be comfortable working onsite in a fast-paced environment with changing priorities.
• Flexibility to support occasional early mornings, evenings, and special events.
• Ability to travel occasionally, including to Duolingo's Pittsburgh office.