Workplace Event Coordinator

OpenAI, Inc.

Job Overview

Location

San Francisco

Job Type

Full-time

Full Job Description

📋 Description

• Support the planning and execution of internal events, including weekly gatherings, team moments, and cross-functional gatherings at OpenAI’s San Francisco headquarters.
• Own day-of logistics for all events, including room bookings and setups, catering coordination, guest sign-in and flow management, décor, entertainment, supply inventory, and AV equipment coordination.
• Collaborate with Workplace, Culinary, AV, Security, and Executive Business Partners teams to align event operations and ensure seamless execution across departments.
• Maintain and update event calendars, run-of-show documents, checklists, and operational tooling to standardize processes and improve efficiency.
• Serve as the primary onsite host for all events, providing warm, high-touch guest experiences and resolving issues in real time to ensure smooth operations.
• Assist teammates during large-scale events and high-volume days by stepping in to manage tasks, troubleshoot problems, and support team-wide coordination.
• Manage event-related vendor relationships and ensure all contracted services meet OpenAI’s standards for quality and safety.
• Track event budgets and expenses, ensuring all expenditures are documented and aligned with departmental guidelines.
• Coordinate customer-facing engagements that showcase OpenAI’s culture and mission to partners and visitors.
• Ensure all events reflect OpenAI’s values of inclusivity, safety, and thoughtful design in every detail.
• Adapt quickly to changing priorities and last-minute adjustments while maintaining a calm, professional demeanor under pressure.
• Support occasional early-morning or evening events as needed to accommodate global participants or special programming.
• Use event management tools such as Google Workspace, Jira, Prismm, and Swoogo to organize schedules, track tasks, and communicate with stakeholders.
• Contribute to continuous improvement of event operations by identifying bottlenecks and proposing scalable solutions.
• Uphold strict confidentiality and data security protocols when handling sensitive information related to guests, executives, or internal programs.
• Ensure compliance with all workplace safety, accessibility, and local regulations for all events held at the San Francisco office.
• Represent OpenAI professionally in all interactions with employees, guests, vendors, and cross-functional teams.
• Participate in post-event evaluations to gather feedback and refine future event experiences.
• Maintain accurate records of event attendance, feedback, and outcomes for reporting and continuous improvement purposes.

🎯 Requirements

• 3+ years of experience in events, hospitality, workplace operations, or a related field.
• Warm, polished, and comfortable interacting with guests, cross-functional partners, and employees at all levels.
• Exceptionally organized with strong attention to detail—enjoy bringing structure and clarity to moving pieces.
• Comfortable managing multiple programs simultaneously and tracking details across various planning stages.
• A proactive problem-solver who stays calm under pressure and enjoys rolling up your sleeves.
• Experience with tools like Google Workspace, Jira, Prismm, Swoogo, or event/ops systems is a plus.
• Willingness to support occasional early-morning or evening events as needed.

🏖️ Benefits

• Opportunity to work at the forefront of AI innovation at OpenAI.
• Fully onsite role with 3–5 days per week in San Francisco headquarters.
• Collaborative, high-impact environment focused on creating meaningful human experiences.
• Exposure to senior leadership and cross-functional teams across engineering, product, and research.
• Access to company-sponsored meals, wellness programs, and workplace amenities.
• Participation in cutting-edge events that showcase OpenAI’s mission to the world.

Skills & Technologies

Apache Spark

Onsite

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OpenAI, Inc.

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About OpenAI, Inc.

OpenAI is a San Francisco-based artificial intelligence research and deployment company founded in 2015. It develops large-scale AI models such as GPT, DALL-E, and Codex, providing cloud APIs and consumer applications like ChatGPT. Originally established as a non-profit, it later created a capped-profit subsidiary to attract capital while maintaining its mission to ensure artificial general intelligence benefits all of humanity.

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