Event Coordinator

About us

CI-Group is a marketing solutions company that helps clients build their brands, launch products, and connect with customers. Based in Lebanon, NJ, we have over 80 employees across divisions including branding, design, experiential + events, digital, advertising, strategy + research, branded merchandise, warehousing + fulfillment, and printing + mailing. With 40 years in business, we serve household-name clients in entertainment, finance, healthcare, and luxury brands.

Responsibilities

• Pre-Sale & Planning Support
  • Support sales and creative teams during proposal and planning phases by developing timelines, logistics plans, and production needs.
  • Assist in evaluating concept feasibility, vendor options, staffing needs, and estimated costs.
  • Build and update budgets, flagging potential risks or gaps for review.
  • Join client and agency calls to support pre-sale logistics discussions and capture next steps.
• Production & Logistics Coordination
  • Own assigned workstreams across multiple programs, managing timelines and day-to-day coordination.
  • Support vendor communication, inventory tracking, shipping coordination, and on-site staffing logistics.
  • Assist with domestic and international shipping coordination, paperwork, and delivery tracking.
  • Partner with CI-Group’s warehousing, fulfillment, and printing teams to ensure production stays on schedule.
  • Oversee production of gifting elements, signage, and event materials to ensure quality and accuracy.
  • Maintain documentation within CI-Group’s project and order management systems.
  • Create and update run-of-show documents, setup guides, and pre-event checklists.
• On-Site Execution
  • Travel to events to support installation, setup, and breakdown of experiential gifting activations.
  • Assist with on-site staff coordination and vendor management.
  • Support real-time troubleshooting and logistics on event days.
  • Conduct inventory counts upon arrival and departure to ensure accurate tracking.
  • Maintain a polished, organized, and brand-consistent event environment.
• Post-Event Wrap-Up
  • Support post-event logistics including return shipping, inventory reconciliation, and documentation.
  • Assist with budget reconciliation and final cost tracking.
  • Help collect imagery, feedback, and notes for internal recaps and future case studies.
  • Flag learnings and process improvements to strengthen future programs.

Requirements

• Bachelor’s degree in marketing, communications, event management, or a related field preferred.
• 2-3 years of experience in event production, experiential marketing, logistics, or project coordination.
• Highly organized with strong attention to detail.
• Strong sense of urgency and responsiveness in a deadline-driven environment.
• Clear, professional communicator comfortable working across teams.
• Able to juggle multiple projects without things falling through the cracks.
• Proficiency in Google Suite; familiarity with project management tools is a plus.
• Willingness to travel for on-site event execution domestically and internationally (up to ~50%).
• Occasional on-site presence at our Lebanon, NJ office required.

Benefits

• Competitive salary ($55k–$65K).
• Comprehensive benefits package including health insurance and 401K plan.
• Paid holidays, vacation, and personal time (available after 120 days).
• Free caffeine.