Experiential Coordinator

Job Responsibilities

• Cook up and organize internal and external meetings, including kickoffs, status calls, working sessions, and brainstorming sessions.
• 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 purchase orders.
• Aid 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.
• Aid in logistics for events, including venue booking, vendor management, equipment rentals, and transportation arrangements.
• Manage specific elements or workflows of a project including but not limited to:
• Finance Admin: Freelancer onboarding, vendor invoicing, raising POs and ensuring payments are tracked and paid on time.
• Venue Research and contracting
• Vendor Management: Vendor communications, negotiations and contracting
• Burn Reports: Compiling and distributing project burn reports

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 and ability to work collaboratively in a team setting
• Proven ability to work autonomously and manage multiple work flows, projects or tasks in a given period