Coordinator, Experiential Marketing

About the Role

Key Responsibilities

• Assist with the coordination of timelines, task tracking, and documentation for experiential marketing projects.
• Support the intake and review process for event requests using tools like Cvent.
• Help maintain project management systems (e.g., Workfront), ensuring data accuracy, template updates, and reporting consistency.
• Provide team support for hosted, industry, and employee events, including name badge reviews, supply orders, and shipping logistics.
• Plan and execute internal events for the Jersey City office, including employee engagement activities (e.g., happy hours, holiday parties), and support planners with local client events (e.g., dinners, tours).
• Coordinate and support event logistics including catering, room setup, AV coordination, vendor management, restaurant/transportation booking, and overall event project management.
• Manage the Conferences inbox and coordinate responses or task routing.
• Track and process invoices, purchase orders, and credit card expenses (including coding and reconciliation).
• Manage Amazon business orders and office supply needs for events.
• Contribute to the upkeep of shared team resources including templates, calendars, and file management systems.
• Support the preparation of internal reports and dashboards to track team performance and project milestones.
• Oversee inventory and merchandise tracking, including packing, shipping, returns, and reclassification of charges.
• Create shipping manifests and apply tracking numbers for major hosted events.
• Coordinate with Facilities and IS&T teams for shipping requests and tech support.
• Participate in special projects that span the broader Experiential Marketing function, including Operations, Strategy, and Logistics.
• Attend planning meetings and cross-functional check-ins to gain exposure to integrated marketing and shared services teams.
• Learn and apply best practices in project management, event operations, and marketing strategy.
• Identify opportunities to streamline processes and improve team efficiency.
• Contribute ideas and feedback to help evolve internal systems and workflows.

Requirements

• Bachelor's degree required in events, marketing, communications, business, or related field, or demonstrated equivalent in work experience.
• Project Management experience (1+ years, preferably within events or marketing).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (especially Excel and PowerPoint).
• Familiarity with project management tools is a plus (especially Workfront).
• Data-driven mindset with knowledge in tracking, reporting, and improving project performance.
• Experience with invoice processing, purchase orders, and credit card reconciliation.
• Comfortable managing budgets, tracking expenses, and preparing reports.
• Ability to travel up to 20%, and work overtime and irregular hours as needed.
• Strong team player with eagerness to learn and grow in a fast-paced environment.
• Proactive, organized, and able to manage multiple tasks and meet deadlines.
• Strategic mindset with a passion for operational excellence and continuous improvement.
• Curious, adaptable, and resourceful.
• Respectful, enthusiastic, and a self-starter with initiative and accountability.
• Creative thinker with a problem-solving approach.
• Skills in being innovative, resourceful, optimistic, results-driven, adaptable, resilient, passionate, self-directed, and motivated.

Nice to Have

• Familiarity with project management tools like Workfront.

Qualifications

• Bachelor's degree or equivalent work experience in relevant fields.