Event Coordinator

FREEMAN; Town of Texas (WI); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Tuition Reimbursement

Parental Leave

Life Insurance

Disability Insurance

401(k) Retirement Match

Paid Time Off

Job summary

The Freeman Company is seeking an Event Coordinator in the United States to support the events team for planning and executing B2B and B2C client events of varying sizes.

You will manage vendors, decor, transportation, staffing, budgets, and schedules, travel to events, and maintain project documents while delivering flawless events.

Qualifications

• Bachelor’s degree or equivalent experience.
• 2+ years in event coordination or similar.
• 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, Google chat, and collaborative team project softwares

Responsibilities

• Assist in planning and executing client events, directly supporting the Project Team, Lead Producer and Account Director.
• Execute event planning roles: decor, furniture, transportation, graphics matrices, staffing, F&B.
• Coordinate, manage and distribute internal planning documents and timelines.
• Coordinate with third-party vendors and brief them for success.
• Capture notes from meetings and provide recaps and action items.
• Support database management for vendors, venues, contractors.
• Maintain client files with contracts, work orders, budgets, schedules and checklists.
• Develop mastery of company tools and processes.
• Support budget development for assigned areas.
• Assist with team communications and foster positive internal/external relations.
• Travel to and onsite execution of events as needed.

Skills

Highly organized

Attention to detail

Teamwork

Communication skills

Travel readiness

Education

Bachelor's degree or equivalent

Tools

Google Drive

Egnyte

Slack

Microsoft Office

Job description

About Us

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 one of the following locations:

• Dallas, TX
• Philadelphia, PA
• Fort Wayne, IN
• Detroit, MI

Essential Duties & Responsibilities

• 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

• Bachelors degree or equivalent 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

• Medical, Dental, Vision Insurance
• Tuition Reimbursement
• Paid Parental Leave
• 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.

#LI-Hybrid #TFCSparks