Events Coordinator

Job Summary

Pittsburgh Event Coordinator Job Description | Duolingo

We seek a detail-oriented and highly organized Event Coordinator to join our Pittsburgh team at Duolingo. This role requires a proactive individual who can manage a diverse portfolio of events. As the Events Coordinator, you will work closely with internal stakeholders to ensure the smooth execution of events while implementing process improvements and automation to optimize workflows. 

Working Hours & Environment

This role is in-office Monday through Friday, with occasional evenings for events or offsites. You’ll be a visible, friendly face for Duos, jumping in wherever an extra pair of hands is needed. You are expected to maintain core working hours from 9 am to 5 pm,  and from 10 AM to 6:30 PM on Thursdays. 

Qualifications

Strong organizational and multitasking skills.
Excellent communication and collaboration abilities.
Experience with event planning tools, automation, and project management software.
Proven ability to manage budgets and vendor relationships.
Creative problem-solving and attention to detail.

Pittsburgh Employee Experience Events (30 hrs/week)

Lead planning and day‑of execution for marquee and in-office events:
In-Office Recognition Months (Feb, Mar, May, June, Sept, and Nov): Support recognition month events (e.g., Women’s History Month, PRIDE) by coordinating with ERG Leads to support the in-office production of events by answering questions and connecting them with vendors.
Pub Nights: Weekly in Pittsburgh from 4:30-6:30 pm
Snacky Hours: Monthly snack events.
Bring Your Child to Work Day: Full execution support.
Duoversary Week: Support onsite coordination for pillar and function events.
Hackathon: Coordinate onsite activations, including streaming and snacks.
Halloween (2025): Full planning and execution (Friday, October 24, 2025).
Puppy Parade: Organize participant communications, snacks, and host recruitment.
Owlidays: Full planning and execution (Friday, December 12, 2025).
Build detailed run‑of‑show docs, checklists, and shared drives for each event; capture lessons learned for the Event Playbook.
Partner with our internal community groups and pillar/function leads to translate their goals into engaging in‑office and off-site programs.
Coordinate catering activations with our in‑house culinary team—menu design, pop‑ups, and dietary accommodations.
Manage our on-site booking platform to assist Duos in reserving spaces and keep our internal stakeholders informed in real-time.

Short Description

Vendor & Off‑Site Management

Maintain a living directory of preferred vendors (AV, décor, experiences, transportation, off‑site venues).
Provide pillar/function teams with curated vendor shortlists and budget templates for offsites.
Negotiate scopes of work, track spend, and ensure vendors meet Duolingo’s standards for sustainability and inclusion.

Workplace & Facilities Collaboration

Serve as a partner to the Workplace Team—coordinating room setups, signage, office décor, deliveries, and last‑minute problem‑solving.
Identify small but impactful ways to make the Pittsburgh office more fun (surprise treats, mini‑games, seasonal lobby moments).
Escalate facilities issues quickly and partner on preventive maintenance schedules around high‑traffic events.

Administrative & Communications (10 hrs/week)

Triage incoming event requests; log details in project‑management tools and set up automated reminders.
Track the Employee Experience Budget and communicate spending to leaders. 
Own the Pittsburgh events calendar, weekly Slack updates, and post‑event surveys; synthesize feedback into action items.
Support ad hoc administrative and event detail coordination for our satellite offices for Seattle, New York, and Detroit.

Create clear guidance and policies in the Event Playbook so that anyone can run a great event.