Experiential Coordinator

Supervisory Responsibilities

None

Duties/Responsibilities

Client and Account Management

• Serve as a day-to-day contact for assigned experiential marketing clients and internal stakeholders.
• Build strong client relationships through proactive communication, responsiveness, and consistent delivery of high-quality work.
• Support the development and execution of experiential marketing programs aligned to client goals, budgets, and timelines.
• Collaborate closely with strategy, creative, production, media, and operations teams to ensure integrated program execution.

Event Planning & Coordination

• Coordinate event logistics including venue management, vendor communication, staffing, travel, shipping, production timelines, and onsite schedules.
• Manage project timelines, status documents, and deliverables to ensure programs remain on track and within budget.
• Assist in sourcing and coordinating vendors, venues, promotional items, and event materials.
• Oversee asset collection, approvals, and production schedules to ensure all materials are event ready.
• Support experiential activations including trade shows, sponsorships, pop-up events, mobile tours, retail events, and client experiences.

Onsite Event Support

• Attend events and activations as needed to support setup, execution, troubleshooting, client management, and teardown.
• Ensure onsite experiences are executed according to brand standards and client expectations.
• Manage onsite communication between clients, vendors, staff, and internal teams to ensure smooth event operations.
• Proactively identify and resolve issues in a fast-paced live-event environment.

Budgeting, Reporting & Operations

• Assist with budget tracking, invoices, reconciliations, and vendor payments.
• Maintain accurate project documentation, trackers, and status reports.
• Support post-event recaps and reporting, including program results, attendee feedback, photos, and key learnings.
• Identify process improvements and contribute to operational efficiencies across experiential programs.

Cross-Functional Collaboration

• Partner with creative, production, media, analytics, and account teams to ensure cohesive campaign execution.
• Coordinate with external vendors and partners to ensure timelines, deliverables, and expectations are clearly communicated.
• Help maintain high standards of quality control across all experiential deliverables and event executions.

Required Skills/Abilities

• Experience managing multiple projects, timelines, and stakeholders simultaneously in a fast-paced environment.
• Strong understanding of experiential marketing, live events, brand activations, sponsorships, and event logistics.
• Proven ability to solve problems quickly and remain organized under pressure.
• Strong communication and relationship management skills with both clients and internal teams.
• Highly detail-oriented with strong organizational and project management skills.
• Proficiency with Microsoft Office and project management tools such as Asana, Jira, Salesforce, or similar platforms.
• Ability and willingness to travel and attend events outside standard business hours when needed.
• Agency experience and/or experience supporting multi-location brands, franchise organizations, automotive, retail, or hospitality clients is a plus.

Education and Experience

• Bachelor’s degree in marketing, communications, event management, business, or a related field (or equivalent work experience).
• 3–5+ years of account management, experiential marketing, event coordination, or agency experience.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.