Experiential Coordinator - London

NVE Experience Agency; Greater London; Hybrid; GBP 30,000 - 42,000; Full time

Benefits offered by this job

Flexible WFH policy

Leadership offsites

Job summary

NVE Experience Agency, a brand experience and production agency, seeks a proactive Experiential Coordinator to support the production team in maintaining client objectives throughout event development and execution. The role combines project management, scheduling, and team collaboration within a fast-paced, diverse agency environment.

You will manage travel, budgeting, vendor onboarding, and documentation, while coordinating with Operations, Design and Creative teams to ensure timely delivery

Qualifications

• Minimum 2 years in event industry or client services
• Strong written and verbal communication skills
• Proactive, organized and detail oriented
• Ability to manage multiple projects and meet deadlines
• Experience working in an agency environment is a plus

Responsibilities

• Deliver projects on time by updating schedules, action lists and status reports
• Support creation of event decks and program recaps for stakeholders
• Document meeting notes and pull together action items for teams
• Coordinate cross-functional communications and brainstorms
• Onboard freelancers, manage invoices and ensure timely payments
• Assist with travel tracking, venue research and vendor onboarding
• Support day-to-day office operations, deck edits and case-study materials

Skills

Project coordination

Communication

Team collaboration

Organizational skills

Education

Degree in event management

Tools

Google Suite

Job description

NVE 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:

NVE Experience Agency is seeking a highly skilled and dedicated Experiential Coordinator to join our production team. In this role, you will play a vital role in maintaining client objectives throughout the event development process and execution. Additionally, you will handle task management and administrative duties for your team. We are looking for a professional, proactive, and organized individual who can work both independently and collaboratively. With exceptional organizational and communication skills, you excel in scheduling and take ownership of tasks, holding yourself accountable until completion. As a dynamic personality with strong team-building skills, you are eager to make a significant impact in our fast-paced, and diverse agency environment.

Job Responsibilities:

• Project Delivery
  • Update status reports and schedules and maintain lists of action items to ensure smooth and timely delivery of programs and associated deliverables
  • Assist in the creation of event decks and recaps
  • Manage documentation of meeting notes from internal and external meetings and pull together action items for stakeholders to act upon
  • Coordinate communications between team members
  • Organize brainstorms and debriefs – including but not limited to scheduling, tracking attendees and meeting set-up
  • Collaborate with cross functional teams and agency partners in managing effective communications between project team members
  • Manage specific elements of a project including but not limited to
    • Freelancer onboarding, invoice handling, PO raising and ensuring payments are tracked and paid on time
    • Vendor communications, negotiations and ensuring payments are being made on time
    • Assisting with compiling burn reports
• Event Support
  • Support booking and tracking travel including coordinating costs and reservations
  • Manage tracking of project expenses
  • Support vendor outreach and communications including collecting certificates of insurance and management of vendor onboarding
  • Support with venue research and contracting
  • Support project coordination and logistics including vendor organization and outreach
• Account Management Support
  • Organize documents in shared folders and drives
  • Support in management of day-2-day office operations: Meeting room bookings, ensuring timesheets and expense reports are submitted on-time, arranging internal team/workforce sessions, and note taking. Organization/management of team & client activities (workshops/corporate hospitality/etc)
  • Manage deck updates including editing copy, proofreading documents, and ensuring quality
  • Assist in the creation of case studies and supporting materials for new business pitches.

Qualifications:

• Minimum 2 years of event industry experience, in a client services or event planning role
• Expertise in Google Suite
• Degree in event management or related field (Beneficial but not essential)
• Onsite experience in event management/production
• Organized, proactive problem solving, and attention to detail skills
• Proven ability to manage multiple projects independently, adhering to timelines
• Ability to work as part of a team that includes Operations, Design, Creative
• Excellent written and communication skills
• Previous client-facing role within an agency

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
• Regularly required to work from the London office (on average 2-3 days per week)
• Must be able to work outdoors in various weather conditions
• Regularly required to stoop, kneel, bend, crouch and lift up to 25 pounds and occasionally heavier items
• Ability to work autonomously and elevate as required
• Available to work weekends and evenings as needed for events

Location:

We are a hybrid company with hub locations in Los Angeles, New York City and London. The candidate for this role must be London based. This position is regularly required to work from the London office (on average 2-3 days per week).

Diversity, Equity, Inclusion and Belonging:

At NVE, we are led by curiosity and fueled by humanity. Authentic connection is at the heart of our work and we embrace the opportunity and responsibility we have as an organization to provide the tools and resources needed to deliver the best and most equitable experiences possible for our employees and the clients we serve.

• Leadership offsites
• Flexible WFH policy

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.

Voluntary Self-Identification

As set forth in NVE Experience Agency’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.