Event Coordinator (Temporary contract)

Responsibilities

• Merchandise: RP Merchandise coordination: RP polo/hoodie for employees, WE Day RP x Charity gear, charity wristbands, team building team allocation tags
• WE Day Brunch & Charity Event: End-to-end logistics: brunch menu, payments, shifting employees between locations, gift cards for teams, present wrapping & card setup, tree & ornaments with gift details, music bingo, LinkedIn post with Marketing
• Bus Organization: Bus sign-up forms with stops and calendars; Bus coordination on the day of the conference included (Office of the CEO)
• Photography Coordination: Team Building Activity; WE Day Activity; Gala Dinner
• Team Building Activity Support: Captain hats, team allocations, QR codes for teams, breakfast bags coordination, team building signatures, lunch tasting
• Gala Dinner Support: Invitations, dinner tasting
• 2 In-Office Days Support: Catering coordination, desk assignments, employee requests, support for headshots organised by the Office of the CEO
• Optional Scope (Dependent on Departmental Need): The following tasks relate to Conference support and fall under Office of the CEO. They are included here as optional scope only and can be excluded from the temporary hire's remit if not required. QR code for conference schedule; Printing and company signage: credentials, roll-ups, banners; Awards: managing voting forms, drafting documentation, organizing decision meetings, printing materials; Backpack Merchandise Coordination; Presentations for Merchandising

Requirements

• Proven experience in event coordination, event planning, or a closely related logistics role
• Demonstrated ability to manage end-to-end event logistics, including catering, transportation, vendor coordination, and on-the-day support
• Strong organisational skills with the ability to manage multiple workstreams simultaneously and reprioritise quickly when last-minute requests arise
• Experience coordinating with external vendors and internal stakeholders across different teams and functions
• Proficiency in Spanish, given the operational context and communication needs of the Madrid office environment
• Ability to work full-time on a temporary basis, committing to the full duration of the engagement from mid-September through mid-December
• A proactive, hands-on approach with a high attention to detail, particularly for tasks such as merchandise coordination, signage, and printed materials

Nice to have

• ● Prior experience supporting large-scale corporate events or multi-day company conferences
• ● Familiarity with procurement or vendor onboarding processes, including managing renewals and payments
• ● Experience coordinating photography or working with creative teams and marketing on event-related content, such as social media posts
• ● Comfort working in a fast-paced team environment undergoing organisational change, with the flexibility to adapt quickly to shifting priorities

Benefits

• International Culture: With its headquarters in Marbella, Spain, and presence in Madrid, New York and London, RavenPack takes pride in being a truly diverse global organization.
• Competitive Salary: In RavenPack, we believe that your time and experience needs to be fairly rewarded.
• Continuous learning: We provide the support needed to grow within the team.
• Innovation: Innovation is the key to our success, so we encourage you to speak up and tell us about your vision.
• ● Relocation Assistance available for relocation into our Marbella office: Comprehensive relocation support is available to help you and your family move to the beautiful Costa del Sol.
• ● Marbella Shuttle bus: From Malaga, Fuengirola, La Riviera, and Estepona is available for free from the company.