Exhibitions Project Coordinator (Hybrid, Global Travel)

Emota; Philadelphia (Philadelphia County); Hybrid; USD 42,000 - 65,000; Full time

Benefits offered by this job

23 days annual leave

Private Medical Plan

Life Insurance

Group Income Protection

Christmas closure

Job summary

Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences. Part of Inizio Engage XD, we are a group that delivers live, virtual, and immersive experiences from our Philadelphia hub.

As Project Coordinator you will support the planning and delivery of high-impact exhibitions and booth projects, coordinating timelines, budgets, and stakeholder communications while traveling globally for on-site setup and breakdown.

Qualifications

• 3 years' experience within a project coordination role within exhibit/ booth planning or broader event planning.
• Proficiency in Microsoft Office and experience of using project management tools.
• Comfortable travelling and attending onsite events globally.
• Organized approach across multiple projects with differing timelines.
• Proactive and solution oriented mindset.

Responsibilities

• Assist our team of Project Managers, Seniors and Directors in planning, executing and closing out Exhibit/ Environment projects according to deadlines against budget.
• Help coordinate internal and external meetings including agendas, meeting notes and action points.
• Maintain accurate project documentation, timelines and status reports on all your assigned projects using enterprise tools including Smartsheet.
• Work alongside other Service Lines including Creative, Logistics and Live Production.
• Assist in tracking budgets, client POs and invoicing using our company tools.
• Support cost reconciliations and expense reporting post event.
• Provide timely communication to Project Lead and across relevant delivery teams.
• Prepare presentations and documentation for internal and client-facing use.
• You will travel globally, participating in on-site set-up, delivery and breakdown.
• Support the broader team onsite, being a point of contact for crew and suppliers.

Skills

Project coordination

Event planning

Stakeholder communication

Microsoft Office

Smartsheet

Travel readiness

Education

3 years of project coordination experience

Tools

Smartsheet

Office tools

Job description

Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences. Part of Inizio Engage XD, we are a group that delivers live, virtual, and immersive experiences from our Philadelphia hub.

As Project Coordinator you will support the planning and delivery of high-impact exhibitions and booth projects, coordinating timelines, budgets, and stakeholder communications while traveling globally for on-site setup and breakdown.