Event Coordinator

Sparks is a leading global brand experience agency, specializing in the design and execution of award-winning experiences that forge deep connections between brands and audiences. Recognized by Adweek as Experiential Agency of the Year, we bring a unique blend of strategic insight and execution excellence to every brand activation, corporate event, trade show exhibit, and immersive experience.

About the role

The Event Coordinator (EC) will work closely with the entire events team and be responsible for coordinating, and managing as required, the details and tasks involved with planning and executing B2B and B2C corporate events ranging in audience size and scope. This role supports our Events Team. It is eligible to work a hybrid schedule, typically working 2-3 days per week in office and/or at show site based out of one of the following locations: Dallas, TX; Philadelphia, PA; Fort Wayne, IN; Detroit, MI.

Responsibilities

• Assist in planning and executing client events, directly supporting the Project Team, Lead Producer and Account Director
• Execute event planning roles as assigned, including but not limited to sourcing and management of decor and furniture, transportation management, development of graphics matrices, staffing sourcing and management, F&B support, etc.
• Coordinate, manage and distribute all internal planning and tracking documents, including project timelines, meeting action items, etc.
• Coordinate with third-party vendors, briefing and managing them effectively so they are set up for success
• Capture detailed notes from internal and client project meetings, and follow up with recaps and action items
• Support database management as assigned (vendor, venue, contractors)
• Maintain client files with contracts, agreements, work orders, budgets, schedules, checklists, etc. in Google Drive, Egnyte, or other client specified platforms
• Develop a mastery of all company tools and processes
• Support with budget development for assigned areas
• Support the Project Team and Account Director with team communications as needed
• Support events team in fostering a positive relationship internally and with external clients
• Travel to and onsite execution of specific events as needed

Requirements

• Bachelor’s degree or equivalent experience
• Background in event coordination or similar, preferably 2+ years of experience
• Must be self-motivated, highly organized and articulate
• Willingness to travel (including potential evening, weekend and holiday work)
• Excellent computer skills: comfortable with Google platform, Microsoft and Apple applications, Microsoft Office suite, Slack and Google chat, and collaborative team project softwares
• Ability to work efficiently in a fast-paced, high-growth environment with a strong attention to detail
• Motivated, positive attitude, and results-oriented
• A strong teamwork ethic; must have the ability to work both independently and as part of a larger team
• Excellent written, verbal and interpersonal communication skills
• Travel up to 25%

Benefits

• Medical, Dental, Vision Insurance
• Tuition Reimbursement
• Paid Parental Leave
• Life, Accident and Disability
• Retirement with Company Match
• Paid Time Off