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 .

How Toast Uses AI in its Hiring Process

Throughout the hiring process, our goal is to get to know you. We use AI tools to support our recruiters and interviewers with tasks like note-taking, summarization, and documentation of interviews to ensure they can be fully focused on your conversation. All hiring decisions are made by people. We ask that you complete interviews and assessments on your own, without real-time AI tools, recording, or transcription bots, unless we tell you otherwise in advance. To learn more: https://careers.toasttab.com/ai-in-hiring

Our Approach to Hybrid Working

We embrace a hybrid work model that fosters in-person collaboration while valuing individual needs. Our goal is to build a strong culture of connection as we work together to empower the hospitality community, regardless of location. Please visit the Locations page on our career site to learn more about our in-office expectations by region: https://careers.toasttab.com/locations-toast

People Are the Secret Ingredient in Our