Events and Facilities Analyst

We are ARVORE, a startup in the virtual reality content creation scene. 

ARVORE is looking to hire a technically adept, creative individual to complement our team. You will have the opportunity to work on innovative immersive and narrative-driven XR experiences, iterating and prototyping with a high level of creative freedom and with the opportunity to guide the direction of some of these endeavors.

Our process emphasizes teamwork, agility and multidisciplinarity. We are looking for a passionate and self-motivated person with a positive attitude and a genuine team player, who likes to share knowledge and is open to learn from others. We embrace problem solvers, those who aren't afraid to experiment and fail and are ready to create something new.

JOB DESCRIPTION 

As an Events and Facilities Analyst, you will be the focal point for planning and executing our internal and external events, while also supporting the administrative demands and day-to-day infrastructure of our São Paulo office.

MAIN CROSS-FUNCTIONAL ACTIVITIES:

Events Management Support:

• Event Planning & Execution: Lead the practical planning and on-site execution of internal events (such as all-hands meetings and celebrations) and external events (trade shows and activations) — coordinating setup, coffee breaks, equipment, and overall attendee experience.
• Event Vendors: Source, quote, and manage vendors dedicated to events (catering, printing, promotional items, AV/equipment), following up on delivery and quality.
• Scheduling and Travel Logistics: Organize leadership's schedule of commitments at events, and support travel and accommodation logistics for the team.
• Grants/Bids Support: Assist in organizing documents and administrative information for submitting grant applications or sponsorship opportunities.
  

Facilities and Office Operations:

• Space Management: Manage the office's day-to-day operations, ensuring a clean, organized, safe, and functional environment for all employees.
• Maintenance and Renovations: Oversee repair services, preventive/corrective maintenance, and small infrastructure improvements.
• Purchasing and Supplies: Control inventory and purchase office, pantry, cleaning, and home-office supplies, in addition to providing administrative support for purchasing in other areas.
• Administrative Support: Handle sending and receiving packages/materials (logistics/shipping) and support the implementation of new internal Facilities standards and processes.
• Integration: Work in partnership with the People (HR), IT, and Finance teams to ensure good service to partners' demands.
  

Finance and Vendors:

• Vendors: Handle vendor contact, quoting, and registration for facilities-related services (maintenance, infrastructure), following up on service delivery.
• Financial Routine: Receive and organize invoices, payment requests, and reimbursement requests for the area, forwarding them for processing to the Finance team.

MUST HAVE:

• Proven experience planning and executing events (corporate events, festivals, or activations) — this is the core requirement for the role.
• 2 to 5 years of experience in Event Production, Executive Production, Facilities, Administration, or related fields.
• Strong organizational skills, attention to detail, and a proactive, hands-on profile.
• Advanced English (professional proficiency).
• Proficiency in spreadsheet tools, data handling, and reporting (Excel / Google Sheets).
• Completed or in-progress degree (Production, Communications, Marketing, Business Administration, or related fields).
• Must reside in São Paulo, with availability for recurring office presence and occasional domestic and international travel.