Employee Experience & Events Coordinator

• About the Role

  We are looking for a passionate, creative, and highly organized Employee Experience & Events Coordinator to own and elevate our workplace events and engagement programs across our Bangalore and Chennai offices.

  This role is responsible for planning, branding, coordinating, and executing engaging employee experiences that inspire collaboration, strengthen our culture, and create compelling reasons for employees to come into the office. The ideal candidate thrives in a fast-paced environment, has exceptional event management skills, and brings innovative ideas that transform the workplace into a vibrant destination.

  The role requires close collaboration with Workplace Experience, HR, Internal Communications, Marketing, IT, Security, external vendors, and business leaders to deliver memorable experiences from concept to execution.

  Key Responsibilities

  Employee Experience & Office Events

  • Own the end-to-end planning and execution of all in-office employee engagement programs across Bangalore and Chennai. 
  • Develop an annual and half-yearly employee engagement calendar aligned with business priorities and company culture. 
  • Plan and execute: 
  • Monthly team-building activities 
  • Office celebrations and cultural festivals 
  • Sports tournaments and wellness events 
  • Hackathons and innovation challenges 
  • Learning sessions and networking events 
  • Leadership town halls 
  • Employee appreciation events 
  • Community and volunteer initiatives 
  • Introduce creative themes and new engagement concepts that increase office attendance and collaboration. 

  Event Planning & Execution

  • Lead complete event lifecycle management including: 
  • Concept development 
  • Budget planning 
  • Venue selection 
  • Vendor sourcing 
  • Logistics coordination 
  • Branding 
  • Event production 
  • On-site execution 
  • Post-event reporting 
  • Manage multiple events simultaneously while maintaining exceptional quality and attention to detail. 
  • Ensure all events are delivered on time and within budget. 

  External Events & Corporate Branding

  • Plan and coordinate participation in: 
  • Technology conferences 
  • Industry summits 
  • Career fairs 
  • Employer branding events 
  • Customer and partner events 
  • Coordinate booth design, event branding, giveaways, logistics, registrations, and vendor management. 
  • Partner with Marketing and Talent Acquisition to enhance employer brand visibility. 

  Workplace Culture & Employee Engagement

  • Design initiatives that encourage employees to work from the office and foster a collaborative workplace culture. 
  • Continuously introduce innovative engagement ideas based on employee feedback and industry trends. 
  • Build programs that improve employee satisfaction, workplace experience, and team connections. 

  Branding & Communications

  • Create engaging event branding and themes. 
  • Collaborate with Marketing and Internal Communications to develop promotional campaigns for events. 
  • Coordinate event collateral, digital communications, signage, and office branding. 
  • Capture event highlights and success stories for internal communications and social media. 

  Vendor & Budget Management

  • Manage relationships with event agencies, entertainment vendors, production partners, caterers, photographers, and venue providers. 
  • Negotiate contracts and optimize costs while maintaining quality. 
  • Track event budgets and prepare financial reports. 

  Measurement & Continuous Improvement

  • Measure event success using participation, engagement, employee feedback, and satisfaction metrics. 
  • Analyze attendance trends and recommend improvements. 
  • Prepare post-event reports with insights and recommendations. 

  Qualifications

  • Bachelor's degree in Event Management, Marketing, Hospitality, Business Administration, Communications, or a related field. 
  • 5–6 years of experience in corporate event management, employee engagement, workplace experience, marketing events, or employer branding. 
  • Experience working in multinational corporate environments is highly preferred. 
  • Experience managing events across multiple office locations is an advantage. 

  Required Skills

  • Exceptional event planning and project management skills. 
  • Strong creativity with the ability to conceptualize innovative employee experiences. 
  • Experience managing large-scale corporate events and engagement programs. 
  • Knowledge of branding, event marketing, and employee communications. 
  • Excellent stakeholder and vendor management skills. 
  • Strong budgeting and negotiation capabilities. 
  • Outstanding written and verbal communication skills. 
  • Ability to manage multiple projects under tight deadlines. 
  • High attention to detail and execution excellence. 

  Preferred Experience

  Candidates with experience in one or more of the following areas will be highly preferred:

  • Corporate workplace experience programs 
  • Employee engagement initiatives 
  • Employer branding 
  • Marketing events 
  • Technology conferences and summits 
  • Hackathons and innovation events 
  • Sports and wellness programs 
  • Community and CSR events 
  • Internal communications 
  • Event production and experiential marketing 

  Success Measures

  Success in this role will be measured by:

  • High employee participation and engagement in workplace events. 
  • Increased office attendance through innovative engagement programs. 
  • Successful delivery of annual and half-yearly event calendars. 
  • Positive employee feedback and satisfaction scores. 
  • On-time and within-budget event execution. 
  • Strong cross-functional collaboration with Workplace Experience, HR, Marketing, and business teams. 
  • Continuous introduction of fresh, creative, and impactful employee experiences. 

  This role is ideal for someone who is passionate about creating memorable workplace experiences, bringing people together, and building a vibrant office culture that makes employees excited to collaborate and thrive in the workplace.

What you'll need to thrive (Requirements)

AI at Toast

At Toast, one of our company values is that we're hungry to build and learn. We believe learning new AI tools empowers us to build for our customers faster, more independently, and with higher quality. We provide these tools across all disciplines, from Engineering and Product to Sales and Support, and are inspired by how our Toasters are already driving real value with them. The people who thrive here are those who embrace changes that let us build more for our customers; it’s a core part of our culture.

Our Total Rewards Philosophy
We strive to provide competitive compensation and benefits programs that help to attract, retain, and motivate the best and brightest people in our industry. Our total rewards package goes beyond great earnings potential and provides the means to a healthy lifestyle with the flexibility to meet Toasters’ changing needs. Learn more about our benefits at https://careers.toasttab.com/toast-benefits.