Event Coordinator

CI-Group; Lebanon (NJ); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Competitive salary $55k–$65k

Health Insurance

401K plan

Paid holidays

Vacation & personal time (after 120d)

Job summary

CI-Group, located in Lebanon, NJ, is seeking a detail-oriented events coordinator to support planning, production, and on-site execution of experiential activations. You will collaborate with sales, creative, and vendors to keep programs moving smoothly from proposal through post-event wrap-up.

The ideal candidate will bring 2–3 years in event production or logistics, strong organizational skills, and a willingness to travel up to 50% domestically and internationally.

Qualifications

• Bachelor’s degree in marketing, communications, event management or related field preferred.
• 2–3 years of experience in event production, experiential marketing, logistics, or project coordination.
• Highly organized with strong attention to detail.
• Demonstrates urgency and responsiveness in a deadline-driven environment.
• Clear, professional communicator across teams.
• Able to juggle multiple projects without slipping.
• Proficiency in Google Suite; familiarity with project management tools is a plus.
• Willingness to travel domestically and internationally (up to ~50%).
• Occasional on-site presence at our Lebanon, NJ office.

Responsibilities

• Support sales and creative teams during proposal and planning phases with timelines and logistics plans.
• Assist in evaluating concept feasibility, vendor options, staffing needs, and costs.
• Help build and update budgets, flag risks or gaps for review.
• Join client and agency calls to support pre-sale logistics discussions.
• Own assigned workstreams across programs, managing timelines and coordination.
• Support vendor communication, inventory tracking, shipping coordination, and on-site staffing logistics.
• Assist with domestic and international shipping coordination, paperwork, and delivery tracking.
• Partner with warehousing, fulfillment, and printing teams to stay on schedule.
• Help oversee production of gifting elements, signage, and event materials.
• Maintain documentation in project/order management systems.
• Create/update run-of-show docs, setup guides, and pre-event checklists.
• Travel to events to support installation, setup, and breakdown.
• On-site staff coordination and vendor management.
• Real-time troubleshooting and logistics on event days.
• Conduct inventory counts on arrival/departure for accuracy.
• Maintain a polished, brand-consistent event environment.
• Support post-event logistics, including returns, inventory reconciliation, and final cost tracking.
• Collect imagery and notes for internal recaps and case studies.

Skills

Excellent organizational skills

Detail-oriented

Clear, professional communicator

Ability to manage multiple projects

Deadline-driven

Strong initiative

Willingness to travel up to 50%

Team collaboration

Education

Bachelor’s degree in marketing, communications, event management, or related field

Tools

Google Suite

Project management tools

General office software

Job description

CI-Group is a marketing solutions company that helps our clientsbuildtheir brands, launch their products and connect with theircustomers. Located in Lebanon, NJ, our company has more than 80employees, with several divisions including branding, design,experiential + events, digital, advertising, strategy + research,branded merchandise, warehousing + fulfillment, and printing +mailing. We’ve been in business for over 40 years and are proud tohave an impressive list of household name clients from theentertainment, finance, healthcare and luxury brands industries, among others.

This role supports the planning and execution of event activationsfrom proposal through post-event wrap-up. Reporting into the AccountExecutive with events specialty, this position partners closely withCreative, Sales, Vendors, and internal teams to keep programs movingsmoothly and on track. The ideal candidate is organized, proactive,and excited to grow within fast-paced, hands-on event production. Thisrole requires strong ownership, attention to detail, and a willingnessto jump in wherever needed to ensure successful execution.

Translation: you like lists, timelines, and making chaos look calm.

Experience and Skills

Key Responsibilities

• Support sales and creative teams during proposal and planningphases by helping develop timelines, logistics plans, andproduction needs.
• Assist in evaluating concept feasibility, vendor options,staffing needs, and estimated costs.
• Help build and update budgets, flagging potential risks or gapsfor review.
• Join client and agency calls to support pre-sale logisticsdiscussions and capture next steps.
• Production & Logistics Coordination
• Own assigned workstreams across multiple programs, managingtimelines and day-to-day coordination.
• Support vendor communication, inventory tracking, shippingcoordination, and on-site staffing logistics.
• Assist with domestic and international shipping coordination,paperwork, and delivery tracking.
• Partner with CI-Group’s warehousing, fulfillment, and printingteams to ensure production stays on schedule.
• Help oversee production of gifting elements, signage, and eventmaterials to ensure quality and accuracy.
• Maintain documentation within CI-Group’s project and ordermanagement systems.
• Create and update run-of-show documents, setup guides, andpre-event checklists.
• On-Site Execution
• Travel to events to support installation, setup, and breakdownof experiential gifting activations.
• Assist with on-site staff coordination and vendor management.
• Support real-time troubleshooting and logistics on event days.
• Conduct inventory counts upon arrival and departure to ensureaccurate tracking.
• Help maintain a polished, organized, and brand-consistent event environment.
• Post-Event Wrap-Up
• Support post-event logistics including return shipping,inventory reconciliation, and documentation.
• Assist with budget reconciliation and final cost tracking.
• Help collect imagery, feedback, and notes for internal recapsand future case studies.
• Flag learnings and process improvements to help strengthenfuture programs.
• Qualifications
• Bachelor’s degree in marketing, communications, eventmanagement, or a related field preferred.
• 2–3 years of experience in event production, experientialmarketing, logistics, or project coordination.
• Highly organized with strong attention to detail.
• Demonstrates a strong sense of urgency and responsiveness in adeadline-driven environment.
• Clear, professional communicator who’s comfortable workingacross teams.
• Able to juggle multiple projects without things falling throughthe cracks.
• Proficiency in Google Suite; familiarity with project managementtools is a plus.
• Willingness to travel for on-site event execution domesticallyand internationally (up to ~50%).
• Will require occasional on-site presence at our Lebanon, NJ office.

In exchange, we offer…

• A steady, fast-paced work environment with a close-knit,collaborative culture.
• Competitive salary commensurate with experience ($55k-65K)
• Comprehensive benefits package including Health Insurance anda 401K plan.
• Paid holidays, vacation, and personal time (available after120 days).