Recruiting Events Program Coordinator, APAC (Contract)

About the Team
The Recruiting Programs team powers OpenAI’s top-of-funnel hiring engine. We design and deliver strategic, high-impact experiences and programs that attract top-tier talent to our mission. From intimate dinners that build deep connections to large-scale conferences that amplify our brand, we curate events that spark curiosity, showcase our work, and strengthen our reputation as the place where the world’s best builders come to do their life’s work. Our mission is to elevate OpenAI’s presence, engage exceptional candidates, and create pathways that bring world-class talent into the company.


About the Role
We are seeking a highly organized and proactive Recruiting Events Program Coordinator to project manage the planning and execution of recruiting events across APAC.

Working closely with our Recruiting Events Manager and with a dotted-line relationship to the APAC Recruiting Manager, you’ll help bring our recruiting experiences to life across the APAC region. As the regional Recruiting point of contact, you’ll coordinate everything from small dinners and meetups to mixers and other candidate engagement initiatives, creating thoughtful opportunities for talent to connect with our teams. You’ll manage the planning and details behind each experience so our Recruiting Partners can focus on building relationships with candidates and hiring.

You will keep assigned events moving from kickoff through post-event closeout, building project plans, coordinating stakeholders, tracking milestones and dependencies, and ensuring every contributor understands their responsibilities and deadlines. You will work closely with Global Events and Workplace partners to clarify ownership and deliver a seamless candidate experience.

You will oversee Recruiting-owned event details, including invitations, registration pages, candidate emails, RSVP tracking, employee and speaker preparation, onsite support, and post-event reporting. You will adapt global templates and workflows for regional needs while maintaining consistent standards and clear communication across teams and time zones.

The ideal candidate is an experienced events program coordinator with a background in recruiting programs or employer brand, strong project-management skills, and a resourceful approach to problem-solving. You bring structure to ambiguity, strong attention to detail, and proactive follow-through in a fast-paced environment.

This contract role supports events across APAC and may require occasional evening work and onsite event execution. The base location, working arrangement, and any regional travel requirements will be confirmed before posting.


In This Role, You Will

• Project manage small recruiting dinners, meetups, mixers, and other assigned APAC initiatives from kickoff through execution and post-event closeout, maintaining project plans, workback schedules, milestones, dependencies, and readiness checklists.

• Serve as the regional Recruiting event point of contact, partnering with the Recruiting Events Manager and APAC Recruiting Manager to align event priorities, support needs, and timelines.

• Lead planning meetings and status updates, establish clear owners and deadlines, and escalate risks or blockers early.

• Partner closely with Recruiting Partners, Hiring Managers, Global Events, Workplace, and other cross-functional teams to clarify responsibilities and complete Recruiting-owned deliverables on time.

• Coordinate invite lists with Recruiting Partners and prepare event invitations, candidate emails, reminders, and follow-up communications so recruiters can focus on recruiting and candidate engagement.

• Own Swoogo setup and administration for assigned events, including registration pages, RSVP and waitlist management, attendee communications, reporting, and check-in preparation.

• Prepare and adapt event briefs, presentation materials, employee prep materials, speaker and panel questions, talking points, and other event content for regional audiences.

• Maintain staffing plans, speaker schedules, contact sheets, trackers, and shared documentation. Coordinate merch, onsite materials, and logistics with the partners responsible for delivery.

• Serve as the onsite Recruiting point of contact for assigned events, working with Global Events and Workplace partners to support a seamless candidate and attendee experience.

• Support purchase requests, invoice processing, expense reconciliation, and budget tracking through established processes.

• Track attendance, candidate engagement, feedback, and other success metrics; prepare post-event recaps and coordinate follow-up handoffs to Recruiting Partners.

• Use ChatGPT and Codex to improve workflows, standardize processes, automate repetitive work, and lead operational improvements that help scale regional recruiting initiatives.
  
  

You’ll Thrive in This Role If You Have

• 5+ years of experience in recruiting marketing, event management, or a related field, with a track record of managing multiple events and competing priorities.

• Strong project-management skills, including managing timelines, owners, dependencies, and risks; keeping cross-functional stakeholders aligned; and flagging blockers early.

• Strong attention to detail across communications and all aspects of event planning.

• Excellent written and verbal communication skills, with experience creating event materials and coordinating with stakeholders across teams and time zones.

• The ability to work independently, bring structure to changing priorities, solve problems proactively, and follow through on commitments.

• Proficiency working on a Mac and confidence learning new tools and systems.

• Experience using ChatGPT, Codex, or other AI tools, or enthusiasm for incorporating them into your daily workflow.

• Availability to support occasional evening work and onsite event execution.

• A background supporting recruiting programs or employer brand initiatives is strongly preferred. Experience coordinating events across APAC is valuable.

• Swoogo experience is preferred, not required.

• Strong working knowledge of Google Workspace and Slack is valuable; experience with Ashby or another applicant-tracking system is a plus.

Key Success Traits

• Operates at speed without sacrificing quality.

• Highly organized and detail-oriented.

• Strong sense of ownership and accountability.

• Resourceful and proactive problem solver.

• Comfortable navigating ambiguity and changing priorities.

• Embraces AI-first ways of working and continuously seeks opportunities to improve processes through technology.

• Collaborative, positive, and team-oriented.

About OpenAI
OpenAI is an AI research and deployment company dedicated to ensuring that general-purpose artificial intelligence benefits all of humanity. We push the boundaries of AI capabilities and seek to safely deploy AI systems through our products.

AI is an extremely powerful tool that must be created with safety and human needs at its core. To achieve our mission, we value the many different perspectives, voices, and experiences that represent the full spectrum of humanity.

At OpenAI, we believe artificial intelligence has the potential to help people solve immense global challenges, and we want the benefits of AI to be widely shared. Join us in shaping the future of technology.