Experiential Coordinator

NVE Experience Agency is a brand experience and production agency dedicated to building ideas rooted in culture and guided by the principle that ‘The Right Moment Will Transform Someone Forever.’ NVE’s team of creatives, strategists, and producers develop insight-driven ideas rooted in culture to convert consumer attention into commitment, action, and brand loyalty.

Summary of Position:

The Event Coordinator at NVE Experience Agency plays a pivotal role in supporting both production and accounts teams, facilitating the seamless execution of events, project management, and client management. This multifaceted position involves coordinating project logistics, managing client communications, handling administrative tasks, conducting research, and providing onsite support during events. The Coordinator serves as a central point of contact for clients, vendors, and especially internal team members, ensuring clear communication, timely delivery, and exceptional service. This dynamic role requires strong organizational, communication, and problem-solving skills, as well as the ability to multitask, prioritize tasks, and thrive in a fast-paced environment. By supporting both production and accounts functions, the Coordinator contributes to the overall success of event projects and the agency's client relationships.

Job Responsibilities:

• Coordinate and organize internal and external meetings, including kick offs,  status calls, working sessions, and brainstorms.
• Manage documentation of meeting notes from internal and external meetings including action items for stakeholders to act upon.
• Organize and maintain project files and records, shared folders, and drives, ensuring accuracy and accessibility for team members.
• Handle finance administrative tasks related to event projects such as assisting with onboarding new vendors, processing vendor invoicing, and creating POs. 

• Assist in the planning, coordination, and execution of events, ensuring they align with client objectives and agency standards.
• Update status reports and schedules and maintain lists of action items to ensure smooth and timely delivery of programs and associated deliverables.
• Collaborate with the team to assist with timelines, budget, and vendor procurement for event projects.
• Assist the team with logistics for events, including venue booking, vendor management, equipment rentals, and transportation arrangements.  
• Manage specific elements or workflows of a project including but not limited to:
  • Finance Admin:  Freelancer onboarding, vendor invoicing, raising POs and ensuring payments are tracked and paid on time.
  • Venue Research and contracting
  • Vendor Management:  Vendor communications, negotiations and contracting
  • Burn Reports: Compiling and distributing project burn reports

• Manage deck updates including editing copy, proofreading documents, and ensuring quality.
• Assist with managing client inquiries, requests, and changes throughout the planning and execution process.
• Begin to build and nurture client relationships, demonstrating reliability, responsiveness, and commitment to delivering exceptional service.  

• Provide onsite support during events, including during install and set up, event live and load out.
• Liaise with vendors, contractors and venue staff on site, coordinating deliveries, setup, and teardown activities according to event timelines.
• Address client and attendee inquiries, requests, and issues promptly and professionally, maintaining a positive and solution-oriented demeanor.  
• Monitor event activities and troubleshoot any logistical or technical challenges that arise, implementing contingency plans as necessary to ensure event success. 

Qualifications:

• 1-2 years of experience in event planning, client services or related field
• Proficiency in Google Suite (Docs, Sheets, and Slides)
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills.
• A proactive attitude what the ability to work collaboratively in a team setting
• Proven ability to work autonomously and manage multiple work flows, projects or tasks in a given period

Requirements: 

• Must be able to remain in a stationary position 50% or more of the time while working remotely and in a standing position 50% or more of the time while working offsite 
• Must be able to work outdoors in various weather conditions
• Have a valid Driver’s License
• Regularly required to stoop, kneel, bend, crouch and lift up to 25 pounds and occasionally heavier items
• Available to work weekends and evenings as needed for events

This is an non-exempt role. NVE intends to provide a competitive total compensation package which includes a variety of incentives, benefits, growth and developmental opportunities. There are many factors to the presented salary range, including but not limited to - location, departmental budgets, certifications, and overall job-related qualifications.

NVE reserves the right to change or modify the employee’s job description whether orally or in writing, at any time during the employment relationship. NVE may require an employee to perform duties outside his/her normal description. 

Employment eligibility verification is required for this role. In certain states, NVE participates in the E-Verify program in accordance with local regulations.
Applicable states: Utah, Arizona, Louisiana, Mississippi, Tennessee, Alabama, Georgia, North Carolina, South Carolina, and Florida.