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.

As a Project Coordinator, you'll play a pivotal role in supporting the planning and delivery of innovative, high-impact experiential and live event projects. Reporting to a Producer, you'll coordinate important project elements including timelines, budgets and stakeholder communication, helping ensure projects run smoothly across our teams, suppliers and clients. This role offers a hybrid working opportunity aligned with our Philadelphia office.

Responsibilities

• 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
• Assist in tracking project budgets, client purchase orders and invoicing using company tools
• Support cost reconciliations and expense reporting following events
• Provide communication support to the Project Lead and relevant delivery teams
• Prepare presentations and documentation for internal and client-facing use
• 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