Project Coordinator - Event Production

About the role

Emota creates unforgettable brand experiences that captivate audiences and push creative boundaries. As an award-winning experiential agency, we bring visions to life through the full spectrum of Meetings, Events and Exhibitions, underpinned by industry-leading sustainability, DEI, Health and Safety, and groundbreaking production practices. We're delighted to present an opportunity for a Project Coordinator to join our award-winning Live Event Production team and help us create moments that matter. This role offers a hybrid working opportunity aligned with our Philadelphia office.

Responsibilities

• Project Coordination: Assist our team of Producers, Senior Producers and Executive Producers in planning, executing and closing out Event Production projects according to deadlines and budgets; help coordinate internal and external meetings, including agendas, meeting notes and action items; maintain accurate project documentation, timelines and status reports across your assigned projects using enterprise tools including Smartsheet; partner with other Service Lines including Creative, Logistics and Environments.
• Budget Management: Assist in tracking project budgets, client purchase orders and invoicing using company tools; support cost reconciliations and expense reporting following events.
• Client and Stakeholder Support: Provide communication support to the Project Lead and relevant delivery teams; prepare presentations and documentation for internal and client-facing use.
• On‑Site Support: Travel domestically and internationally, participating in on‑site event setup, delivery and breakdown; support the broader team on‑site, acting as a point of contact for crew and suppliers.

Requirements

• A passion for live production and the events industry.
• 1+ years of experience in a project coordination role within live or virtual event production.
• The ability to stay organized while supporting multiple projects with different timelines and priorities.
• Experience using project management tools and the Microsoft 365 suite.
• Willingness and ability to travel and support events on‑site, including domestic and international travel.
• A solutions‑focused mindset and the ability to problem‑solve in a fast‑paced environment.

Benefits

• Great compensation package.
• 23 days' annual leave plus public holidays, company closure over Christmas and personal days.
• 3 days volunteering leave.
• Private Medical Plan.
• Life Insurance.
• 401(K) Plan.
• Hybrid working.
• Group Income Protection.