Production Specialist - Global Events

Why Join Us?

We are looking for a highly organized, detail-oriented, and collaborative Production Coordinator to join our Global Events team.

This role is part of our planning and executing large-scale global/international events, company wide Sales Kick Off events and CPX conferences.

The ideal candidate will thrive in a fast-paced environment, enjoy cross-functional teamwork, and have strong technical and communication skills.

You’ll work closely with teams such as HR, Travel, MIS and the Design Team, and coordinate with hotels, vendors, and our registration and event platform to ensure seamless attendee experiences.

Key Responsibilities

Rooming & Hotel Coordination

• Manage hotel accommodations for thousands of attendees across multiple geographies (EMEA, Americas, APAC).
• Build and maintain accurate rooming lists based on registration reports, including shared room pairings and eligibility.
• Serve as the main liaison between event platform and hotel contacts; handle manual uploads, resolve issues, and ensure real-time updates.
• Coordinate with the Travel team to reflect flight schedule changes and adjust accommodations accordingly.
• Maintain clear and ongoing communication with hotel representatives to ensure data accuracy and avoid last-minute conflicts.
• Communicate directly with executive assistants to address special requests such as early check-in, late check-out, or schedule changes.
  
  

• Serve as the main point of contact for employee-related needs — before, during and after the event.
• Notify employees of their assigned hotel and rooming arrangements (including roommate names where applicable).
• Generate and send large-scale personalized communications using mail merge tools.
• Draft internal communications regarding rooming policies, logistics, and changes in eligibility.
• Address employee questions or concerns directly or route to relevant departments (HR, Travel, Cvent).
• Update shared files and notify relevant teams in cases of cancellations or participation changes.
• Provide on-site support for employees with real-time issues such as hotel changes, lost items, and transportation.
  
  

• Upload metadata to event platform/app such as
• Speaker information
• Session abstract
• Tagging sessions
• Frequent changes and updates to data
  
  

• Work with regional teams to align local needs and event requirements (HR, Travel, MIS, etc.).
• Maintain and manage a collaborative tracking file shared by HR, Travel, and Global Events.
• Coordinate with the design team to ensure registration portals and internal tools are branded and user-friendly.
  
  

• Optimize the registration flow for employees, customers, and partners — improving logic, layout, and usability.
• Coordinate with the MIS team to troubleshoot event platform issues and security testing of platform.
  
  

• Identify inefficiencies and develop scalable, automated solutions to streamline workflows.
• Research and liaise with vendors for giveaways or event services; schedule meetings and follow up on proposals.
  
  

• Daily use of Excel for complex data management, including:
• IF, VLOOKUP, XLOOKUP formulas
• Pivot Tables and Conditional Formatting
• Collaborative use in shared multi-department files
  

• 2+ years of experience in event planning, project coordination, or operations.
• Advanced Excel skills (formulas, pivot tables) – must.
• Strong organizational, communication, and problem-solving abilities.
• Experience with Cvent or similar event platforms – an advantage.
• Fluent in English (spoken and written) and Hebrew.
• Ability to multitask under pressure, manage shifting priorities, and handle large-scale data and communication.
• Extensive working hours during peak times
• Extremely detail oriented - must