Job Title: Quality Documents and Training Administrator - II
Location: Foster City, CA 94404
Duration: 18+ Months (Possibility of extension depending upon business requirements and performance)
Note:
- Local Candidates Only - Bay Area
Job Description:
- The client is currently seeking a dynamic, highly motivated, and experienced Training Coordinator focused on Event planning and project management for Commercial Learning + Development.
- The CL+D Training Coordinator will lead the planning and implementation of US Commercial training events (New Hire Training, Leadership Training, etc).
- The position will collaborate with cross functional partners to ensure flawless logistical execution and ensure projects are delivered on time.
Essential Duties and Responsibilities:
- Lead projects to successful delivery while providing an exceptional stakeholder experience
- Engage stakeholders to align project priorities, coordinate interdependencies, and navigate risks
- Deliver an exceptional quality of executive level updates to senior management on a reoccurring basis
- Lead process assessments while leveraging tools, such as process mapping and root cause analysis
- Manages and executes training events and ad hoc training meeting requests
- Partner with stakeholders on training event planning (new hire training and leadership training, etc.) to ensure business needs are met.
- Partners with Learning Operations Manager and vendors to ensure alignment across the event.
- Execute RFPs, venue sourcing and site selection for best fit locations and evaluate vendor services and venues according to industry standards and stakeholder requirements; communicate and gain buy-in on recommendations.
- Effectively negotiate contracts for hotels, venues and vendors
- Manage all food and beverage for events (hotels, caterers, restaurants, etc.)
- Source and oversee vendors for all production and audio-visual elements appropriate for events
- Develop and manage project timelines and action plans in collaboration with cross-functional partners
- Interface with internal training teams and external vendors to keep projects on track and meet deadlines
- Produce pre-event communications (including websites and onsite materials), and post-event analysis including event analytics, identify gaps and areas of opportunities through debriefs and surveys, and drive recommendations for change to streamline and improve efficiencies
- Registration management (invite lists, attendee management, rooming lists, name badges/placecards)
- Manage planning meetings that involve cross-functional teams
- Vendor management to ensure vendor deliverables and timelines are met
- Evaluate and establish procedures relating to SOP maintenance around key activities for events to improve overall efficiencies, streamline execution and measure effectiveness.
- Mentor colleagues (as needed) on event planning, logistics and project management
- Will also have responsibility for strategic projects that impact the broader team and organization Knowledge & Skills
- Extensive understanding and application of event planning principles, concepts, practices and industry standards
Demonstrate skills within analytical expertise, influence and initiative:
- Initiative within planning and proactivity - operates outside the scope of expectations and is pro-active in taking on additional cross-functional responsibilities to improve efficiencies within the respective meeting management.
- Strategic thinking - demonstrates strategic orientation by recognizing simpler patterns in complex situations and projecting outcome.
- Pro-actively identifies gaps and increases efficiencies in current standard operating processes.
- Proven ability to influence decisions without authority for business focused outcomes.
- Strong communication skills with an ability to influence objectives.
- Proven Big Picture thinking and decision-making skills
- Execution and problem-solving skills under pressure
- Able to be successful working independently as well as within the context of a team
- Ability to establish effective working relationships with a diverse range of stakeholders
- Proficient in Microsoft Office suite.
- Comfortable embracing new technologies and digital tools.
Basic Qualifications:
- 7+ Years with BS/BA
- 5+ Years with MS/MA or MBA
Preferred Qualifications:
- Degree in Event Management, Hospitality & Tourism Management or equivalent
- Significant meeting and event management experience
- Certified Meeting Professional (CMP)
- Early Technology Adapter and Technology mindset
- Resourceful, self-starter.
- Ability to work with limited direction in ambiguous situations
- Flexible in a fast-paced setting with competing and evolving tasks, remaining calm under pressure
- Biotech/pharmaceutical experience
- Ability to travel to Foster City for training events, approximately 40% domestically
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Spectraforce Technologies
Apr 28, 2026