Experiential Programs Coordinator

Position Overview :

The Experiential Programs Coordinator assists in the development, implementation and execution of strategic and tactical fulfillment of tradeshow experiences and live events.

This position is responsible for proactive coordination and frequent communication with team members, vendors and clients at the project coordination level.

This position is onsite and eligible to work a hybrid schedule.

Responsibilities :

• Assists in all aspects of live and virtual tradeshow including : exhibit planning, expo, décor, registration, graphics, event flow, creative, food and beverage, transportation, activations, ancillary events, as well as sourcing and interacting with both domestic and international vendors.
• Coordinates and tracks team and client production timelines; creates schedules and program content decks when needed as it pertains to sold programs and sometimes project proposal development.
• Supports Exhibit Producer Lead and workstream leads on third-party invoice processing and tracking.
• Supports Exhibit Producer Lead in the on-boarding process of contingent talent, vendor set-up, PO creation, invoice processing and follow-up.
• Assists with hotel and / or travel arrangements.
• Schedules necessary project team meetings or sub-meetings, develops and distributes the meeting agenda, facilitates, and reports out on notes and actionable items.
• Works with team on planning, execution and post-event reporting and presentations.
• Provides set-up assistance and on-site / virtual support as required.
• Maintains consistent and thorough communication with all involved.
• Works with other departments / agencies in order to produce, ensure quality, and deliver information / data to clients accurately and on time.
• Maintains and updates all workstream applications including G-drive and Box folders.
• Assists on marketing materials and creative projects.
• Maintain a working knowledge of the complex needs of additional roles on a program.
• Perform other duties and administrative tasks as assigned.

Qualifications :

• High School diploma or GED is required.
• A minimum of 1 year of experience in the event space.
• Experience in managing vendors, equipment, and timelines.
• Ability to quickly recognize or anticipate problem areas and quickly develop solutions.
• Ability to operate within a fast-paced environment.
• Flexible, self-motivated, energetic, and uses time productively and efficiently.
• Strong and proficient skills with Microsoft Office tools such as Excel, Word, and PowerPoint.
• Motivated to learn digital platforms for virtual events.
• Excellent written, verbal and interpersonal communication skills.
• Exhibits an outgoing, upbeat personality, enjoys working as part of a team, and is efficient, considerate, and organized, with a keen eye for details.
• A strong attention to excellent customer service with proven written and verbal communication skills is preferred.
• Must be able to travel up to 25% with minimal notice and some international travel may be required.
• Work hours are typically Monday through Friday. Extended business hours and weekends will be required.
30+ days ago