Event Coordinator

Calculated Hire; Columbus (OH); Hybrid; USD 30,000 - 39,000; Full time

Job summary

Eight Eleven DBA Calculated Hire is seeking an Event Coordinator to support the Sports Marketing Planning team in Columbus, OH. This hybrid, 5-month contract role offers 30–40 hours per week and focuses on coordinating high-profile event activations.

You will manage timelines, budgets, and logistics for football events, including Super Bowl planning, collaborating with agencies, vendors, and internal partners.

Qualifications

• 1-2+ years of experience in project coordination, marketing, event planning, experiential marketing, or a related field.
• Strong organizational and project management skills with the ability to manage multiple timelines and priorities simultaneously.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• comfortable coordinating with internal teams, agencies, vendors, and external partners.
• Ability to work effective in a fast-paced environment with shifting priorities and tight deadlines.
• Proactive problem-solving skills and the ability to identify and elevate potential issues.
• Experience supporting events, activations, or large-scale marketing initiatives is highly preferred.
• Proficiency with Microsoft Office/Google Workspace and project management or tracking tools.

Responsibilities

• Manage project timelines, workback schedules, budgets, and milestones across sports marketing activations.
• Track deliverables, dependencies, approvals, and potential risks, escalating issues when needed.
• Maintain project documentation, action-item trackers, timelines, and weekly status updates for stakeholders and leadership.
• Help ensure projects remain organized and on schedule from planning through execution.
• Document decisions and action items in agency and partner meetings.
• Coordinate communication and follow-up across agencies, vendors, and internal business partners.
• Help ensure partners have the information and resources needed to meet project timelines and deliverables.
• Monitor open action items and proactively follow up to keep work moving forward.
• Plan logistics for football events, Super Bowl activations, and other sports marketing experiences.
• Assist with event materials, including run-of-show documents, itineraries, staffing plans, and other planning resources.
• Coordinate vendor needs, travel arrangements, credentials, shipping, gifting, food and beverage menus, and product requests.
• Support event-day logistics and onsite execution as needed.
• Assist with VIP talent transportation logistics for Super Bowl activities in partnership with the event team.
• Help troubleshoot last-minute logistical needs and changes during event preparation and execution.

Skills

Project coordination

Event planning

Communication skills

Attention to detail

Timeline management

Vendor coordination

Fast-paced environments

MS Office

Google Workspace

Tools

Microsoft Office

Google Workspace

Job description

Event Coordinator - Sports Marketing Planning

Columbus, OH - Hybrid

5-month contract

Full Time – 30-40 hours/week

About the Role

One of our top retail clients is seeking a Marketing Event Project Coordinator to support the Sports Marketing team through a busy period of upcoming events and activations. This person will play a key role in keeping projects organized, timelines on track, and event logistics running smoothly across several high-profile sports marketing initiatives.

The role will support two major football events in November, Super Bowl planning and activations, and other sports marketing initiatives. This is an ideal opportunity for someone who thrives in a fast-paced environment, is highly organized and detail-oriented, and enjoys coordinating across multiple teams, agencies, vendors, and event partners.

Key Responsibilities

Project Management & Coordination:

• Manage project timelines, workback schedules, budgets, and key milestones across sports marketing activations.
• Track deliverables, dependencies, approvals, and potential risks, escalating issues when needed.
• Maintain project documentation, action-item trackers, timelines, and weekly status updates for stakeholders and leadership.
• Help ensure projects remain organized and on schedule from planning through execution.

Agency & Partner Management:

• Support agency and cross-functional meetings by documenting key decisions, action items, and next steps.
• Coordinate communication and follow-up across agencies, vendors, and internal business partners.
• Help ensure partners have the information and resources needed to meet project timelines and deliverables.
• Monitor open action items and proactively follow up to keep work moving forward.

Event Planning & Execution:

• Support planning and logistics for football events, Super Bowl activations, and other sports marketing experiences.
• Assist with event materials, including run-of-show documents, itineraries, staffing plans, and other planning resources.
• Coordinate vendor needs, travel arrangements, credentials, shipping, gifting, food and beverage menus, and product requests.
• Support event-day logistics and onsite execution as needed.
• Assist with VIP talent transportation logistics for Super Bowl activities in partnership with the event team.
• Help troubleshoot last-minute logistical needs and changes during event preparation and execution.

Operations & Process Support:

• Maintain a high level of accuracy and attention to detail across timelines, communications, budgets, and deliverables.
• Help identify opportunities to streamline processes, improve organization, and increase team efficiency.
• Support the team with additional coordination and administrative needs during this high-volume period.

Hotel Management & Communications:

• Coordinate hotel rooming lists, reservations, and related logistics for events and stakeholders.
• Serve as a primary point of contact for hotel-related updates, questions, and issue resolution.
• Communicate changes and important logistics to internal stakeholders and external partners.
• Ensure hotel information remains accurate and up to date throughout the planning process.

Qualifications

• 1-2+ years of experience in project coordination, marketing, event planning, experiential marketing, or a related field.
• Strong organizational and project management skills with the ability to manage multiple timelines and priorities simultaneously.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• Comfortable coordinating with internal teams, agencies, vendors, and external partners.
• Ability to work effective in a fast-paced environment with shifting priorities and tight deadlines.
• Proactive problem-solving skills and the ability to identify and elevate potential issues.
• Experience supporting events, activations, or large-scale marketing initiatives is highly preferred.
• Proficiency with Microsoft Office/Google Workspace and project management or tracking tools.

ABOUT EIGHT ELEVEN DBA CALCULATED HIRE:

At Eight Eleven, our business is people. Relationships are at the center of what we do. A successful partnership is only as strong as the relationship built. We’re your trusted partner for IT hiring, recruiting and staffing needs.

For over 16 years, Eight Eleven has established and maintained relationships that are designed to meet your IT staffing needs. Whether it’s contract, contract-to-hire, or permanent placement work, we customize our search based upon your company's unique initiatives, culture and technologies. With our national team of recruiters placed at 21 major hubs around the nation, Eight Eleven finds the people best-suited for your business. When you work with us, we work with you. That’s the Eight Eleven promise.

Eight Eleven Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, national origin, age, sex, citizenship, disability, genetic information, gender, sexual orientation, gender identity, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state, and local laws.