Experiential Coordinator

Job Responsibilities

• Coordinate and organize internal and external meetings, including kick offs, status calls, working sessions, and brainstorms.
• Manage documentation of meeting notes from internal and external meetings including action items for stakeholders to act upon.
• Organize and maintain project files and records, shared folders, and drives, ensuring accuracy and accessibility for team members.
• Handle finance administrative tasks related to event projects such as assisting with onboarding new vendors, processing vendor invoicing, and creating POs.
• Assist in the planning, coordination, and execution of events, ensuring they align with client objectives and agency standards.
• Update status reports and schedules and maintain lists of action items to ensure smooth and timely delivery of programs and associated deliverables.
• Collaborate with the team to assist with timelines, budget, and vendor procurement for event projects.
• Manage specific elements or workflows of a project including but not limited to:
• Freelancer onboarding, vendor invoicing, raising POs and ensuring payments are tracked and paid on time.
• Venue Research and contracting.
• Vendor Management.
• Burn Reports.
• Account Management.
• Deck updates including editing copy, proofreading documents, and ensuring quality.
• Aid in managing client inquiries, requests, and changes throughout the planning and execution process.

Qualifications

• 1-2 years of experience in event planning, client services or related field.
• Proficiency in Google Suite (Docs, Sheets, and Slides).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• A proactive attitude what the ability to work collaboratively in a team setting.
• Prior proven ability to work autonomously and manage multiple work flows, projects or tasks in a given period.