About HeyGen
At HeyGen, our mission is to make visual storytelling accessible to all. Over the last decade, visual content has become the preferred method of information creation, consumption, and retention. But the ability to create such content, in particular videos, continues to be costly and challenging to scale. Our ambition is to build technology that equips more people with the power to reach, captivate, and inspire audiences.
Learn more at www.heygen.com. Visit our Mission and Culture doc here.
About the Role
We run experiential and enterprise events including branded pop-ups, conferences, dinners, and networking happy hours to introduce people to HeyGen's technology, build community and drive pipeline growth among creators, founders, enterprises, and startups. We're looking for a reliable, hands-on events expert to help run these events end-to-end, from planning through teardown, with a focus on detailed and smooth project coordination, travel, day-of logistics, and a great attendee experience.
This is a great fit for someone who's proactive, organized, detail oriented, calm under pressure, comfortable talking to attendees, and happy to switch between project tracking, physical setup, and tech/coordination tasks throughout an event cycle, and knows how to delight attendees.
Responsibilities
What You’ll Do
- Own the event project and event campaign plan from kickoff to wrap — build and maintain timelines, task lists, draft email copy, send out invites, create graphic and marketing material requests and owners (DRIs) in Asana
- Track deliverables, deadlines across workstreams (venue, swag, materials, staffing) and flag risks before they become problems
- Own the events calendar and keep all stakeholders aligned with clear status updates and a single source of truth for each event
- Coordinate vendors, internal teams, and contractors to keep everyone on schedule
- Run pre-event check-ins and post-event debriefs; capture learnings and maintain reusable checklists/templates for future events
- Travel required to host pop ups, dinners, activations, transport marketing materials (flyers, swag, etc) and provide on site event support
Pre-Event Prep
- Confirm venue bookings, vendors, staff, and happy hour spaces
- Place and track swag orders (hats, totes, stickers, banners) and confirm delivery before event day
- Prepare event materials: QR code signage, flyers, branded menus, photo props
- Set up check-in tooling (e.g., Luma app) and any booking sheets for filming stations
- Set up banners, QR codes, iPad stands, monitors (LiveAvatar), and filming station backdrops
- Arrange coffee cart, swag tables, flyers, and station signage orders and making sure they arrive to venue
Event Coverage
- Manage attendee check-in via scanning app
- Coordinate vendor staffing, training, technical set up, track time-slot sign-ups across multiple stations when hosting avatar filming activations, manage the lines, keep stations moving
- Provision premium credits and help attendees set up HeyGen accounts
- Hand out flyers and props, support photographer/testimonial capture
- Triage attendee inquiries and route them to the right person (ambassador, enterprise, partnership, etc.)
- Be a friendly, knowledgeable presence answer product questions and help attendees get the most out of the event
- Support networking sessions and brief exec intros (mic/monitor setup)
- Break down stations, pack up swag and equipment, settle with venue
Who You Are
- Prior experience with events, hospitality, brand activations, or field marketing
- Project management experience, able to build timelines, track tasks and owners, and keep multiple workstreams on schedule
- Familiarity with project management / collaboration tools (Asana preferred; Google Sheets, Airtable, etc.)
- Highly organized with strong attention to logistical detail
- Comfortable managing multiple moving parts simultaneously (check-in + filming queues + attendee questions)
- Friendly, personable, and confident talking to founders, creators, and prospects
- Comfortable with light event tech (check-in apps, QR codes, tablets, shared tracking sheets)
- Able to lift, move and transport event materials (swag boxes, banners, stands)
- Available to work full event days, including evenings; reliable transportation to venues
- Requirement: interest in or familiarity with AI / creator tools and ability to use AI to streamline workstreams where possible
Logistics
- Type: Part-time, contract (event-based / hourly )
- Location: On-site at event venues (SF) + Remote
- Hours: Variable, 15-20 per week, event-based — typically full-day shifts (roughly 9 AM–5 PM, with some evening happy hours), plus remote prep/coordination time between events
- Compensation: $25-$35/hr
Looking for candidates that have:
- Great relationship-building capabilities
- Strong written and verbal communication
- Curiosity and resourcefulness
- Comfort with ambiguity and startup pace
- Attention to detail project management, including timely outreach and follow-up
- Ability to take initiative and learn fast
Why Join Us
- Work closely with a fast-moving, creative and collaborative team
- Gain hands-on experience in both community-led growth and content marketing
- Mentorship from marketing and go-to-market team members
- Help shape how thousands of creators connect, grow and adopt new technology
- Real-world experience in a high-growth startup environment
- Flexible work environment with a team that values ambition, clarity, and curiosity
