Event Coordinator

Freeman Company; Philadelphia (Philadelphia County); Hybrid; USD 42,000 - 68,000; Full time

Benefits offered by this job

Tuition Reimbursement

Life, Accident and Disability

Retirement with Company Match

Paid Time Off

Job summary

The Freeman Company is seeking an Event Coordinator to join our events team. You will collaborate across the projects team to plan and execute B2B and B2C corporate events, managing details from decor to travel, graphics, staffing, and F&B.

This role supports the Events Team with a hybrid schedule (2-3 days in office or at show site) across multiple locations, including Philadelphia. You will handle internal planning docs, vendor communications, and budget support while traveling for onsite

Qualifications

• Background in event coordination or similar; typically 2+ years of experience.
• Must be self-motivated, highly organized and articulate.
• Willingness to travel (evenings, weekends, holidays possible).
• Excellent computer skills: Google, Microsoft and Apple apps; Slack and Google chat; collaborative project software.

Responsibilities

• Assist in planning and executing client events; support Project Team, Lead Producer and Account Director.
• Handle decor, furniture sourcing and management; transportation planning; graphics matrices; staffing and F&B support.
• Coordinate and share internal planning documents; track timelines and action items.
• Coordinate with third-party vendors; brief and manage to ensure success.
• Capture detailed meeting notes; provide recaps and action items; support vendor and venue databases.
• Maintain client files (contracts, budgets, schedules) in Google Drive, Egnyte or other client platforms.
• Develop mastery of company tools and processes; assist with budget development for assigned areas.
• Support Project Team and Account Director with team communications; foster positive internal/external relationships.
• Travel to and onsite execution of specific events as needed.

Skills

Event coordination

Organization

Communication

Travel flexibility

Vendor management

Budgeting

Teamwork

Attention to detail

Tools

Google Workspace

Microsoft Office

Slack

Google Chat

Egnyte/Drive

Job description

Career Opportunities: Event Coordinator

Sparks is a leading global brand experience agency, specializing in the design and execution of award-winning experiences that forge deep connections between brands and audiences. Recognized by Adweek as Experiential Agency of the Year, we bring a unique blend of strategic insight and execution excellence to every brand activation, corporate event, trade show exhibit, and immersive experience. Our commitment to creativity, innovation, and flawless execution drives us to craft impactful experiential marketing solutions that deepen relationships, inspire action, and build trust—all around the world.

Summary

The Event Coordinator (EC) will work closely with the entire events team and be responsible for coordinating, and managing as required, the details and tasks involved with planning and executing B2B and B2C corporate events ranging in audience size and scope.

This role supports our Events Team. It is eligible to work a hybrid schedule, typically working 2-3 days per week in office and/or at show site based out of any of the following locations:

• Philadelphia, PA
• Fort Wayne, IN
• Las Vegas, NV
• Assist in planning and executing client events, directly supporting the Project Team, Lead Producer and Account Director
• Execute event planning roles as assigned, including but not limited to sourcing and management of decor and furniture, transportation management, development of graphics matrices, staffing sourcing and management, F&B support, etc.
• Coordinate, manage and distribute all internal planning and tracking documents, including project timelines, meeting action items, etc.
• Coordinate with third-party vendors, briefing and managing them effectively so they are set up for success
• Capture detailed notes from internal and client project meetings, and follow up with recaps and action items
• Support database management as assigned (vendor, venue, contractors)
• Maintain client files with contracts, agreements, work orders, budgets, schedules, checklists, etc. in Google Drive, Egnyte, or other client specified platforms
• Develop a mastery of all company tools and processes
• Support with budget development for assigned areas
• Support the Project Team and Account Director with team communications as needed
• Support events team in fostering a positive relationship internally and with external clients
• Travel to and onsite execution of specific events as needed

Education & Experience

• Background in event coordination or similar, preferably 2+ years of experience
• Must be self-motivated, highly organized and articulate
• Willingness to travel (including potential evening, weekend and holiday work)
• Excellent computer skills: comfortable with Google platform, Microsoft and Apple applications, Microsoft Office suite, Slack and Google chat, and collaborative team project softwares
• Ability to work efficiently in a fast-paced, high-growth environment with a strong attention to detail
• Motivated, positive attitude, and results-oriented
• A strong teamwork ethic; must have the ability to work both independently and as part of a larger team
• Excellent written, verbal and interpersonal communication skills

Travel Requirements

Travel up to 25%

What We Offer

The Freeman Company provides benefits that aim to empower our people and their families to thrive mentally, physically, and financially. These are a handful of the types of programs and benefits our full-time people may be eligible for. There may be some variances in specific benefits across regions.

• Tuition Reimbursement
• Life, Accident and Disability
• Retirement with Company Match
• Paid Time Off

Diversity Commitment

At The Freeman Company, our commitment to diversity and inclusion is helping us to create not only a great place to work, but also an environment where our employees, our customers and our communities around the world can reach their goals and connect with each other. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other characteristic protected by federal, state or local laws.