Experiential Coordinator

NVE Experience Agency; New York (NY); Hybrid; USD 30,000 - 36,000; Full time

Benefits offered by this job

401k Match

Communication Stipend

Paid Company holidays & PTO Package

Company get togethers & retreats

Flexible WFH policy

Job summary

NVE Experience Agency seeks an Event Coordinator to support production and accounts teams, ensuring seamless event execution and client relations. The role emphasizes strong organization, proactive communication, and multitasking in a fast-paced agency setting.

You will handle logistics, onsite event support, vendor coordination, documentation, and cross-functional collaboration to deliver exceptional service and successful programs.

Qualifications

• 1-2 years of experience in event planning, client services or related field.
• Proficiency in Google Suite (Docs, Sheets, and Slides).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate and organize internal and external meetings, including kick offs, status calls, working sessions, and brainstorms.
• Manage documentation of meeting notes from internal and external meetings including action items for stakeholders to act upon.
• Organize and maintain project files and records, shared folders, and drives, ensuring accuracy and accessibility for team members.
• Handle finance administrative tasks related to event projects such as vendor onboarding, invoicing, and creating POs.

Skills

Event coordination

Google Suite

Communication

Organization

Multitasking

Tools

Google Workspace

Job description

NVE Experience Agency is a brand experience and production agency dedicated to building ideas rooted in culture and guided by the principle that ‘The Right Moment Will Transform Someone Forever.’ NVE’s team of creatives, strategists, and producers develop insight-driven ideas rooted in culture to convert consumer attention into commitment, action, and brand loyalty.

Summary of Position:

The Event Coordinator at NVE Experience Agency plays a pivotal role in supporting both production and accounts teams, facilitating the seamless execution of events, project management, and client management. This multifaceted position involves coordinating project logistics, managing client communications, handling administrative tasks, conducting research, and providing onsite support during events. The Coordinator serves as a central point of contact for clients, vendors, and especially internal team members, ensuring clear communication, timely delivery, and exceptional service. This dynamic role requires strong organizational, communication, and problem-solving skills, as well as the ability to multitask, prioritize tasks, and thrive in a fast-paced environment. By supporting both production and accounts functions, the Coordinator contributes to the overall success of event projects and the agency's client relationships.

Job Responsibilities:

Administrative

• Coordinate and organize internal and external meetings, including kick offs, status calls, working sessions, and brainstorms.
• Manage documentation of meeting notes from internal and external meetings including action items for stakeholders to act upon.
• Organize and maintain project files and records, shared folders, and drives, ensuring accuracy and accessibility for team members.
• Handle finance administrative tasks related to event projects such as assisting with onboarding new vendors, processing vendor invoicing, and creating POs.

Project Delivery

• Assist in the planning, coordination, and execution of events, ensuring they align with client objectives and agency standards.
• Update status reports and schedules and maintain lists of action items to ensure smooth and timely delivery of programs and associated deliverables.
• Collaborate with the team to assist with timelines, budget, and vendor procurement for event projects.
• Assist the team with logistics for events, including venue booking, vendor management, equipment rentals, and transportation arrangements.
• Manage specific elements or workflows of a project including but not limited to:
  • Finance Admin: Freelancer onboarding, vendor invoicing, raising POs and ensuring payments are tracked and paid on time.
  • Venue Research and contracting
  • Vendor Management: Vendor communications, negotiations and contracting
  • Burn Reports: Compiling and distributing project burn reports

Account Management

• Manage deck updates including editing copy, proofreading documents, and ensuring quality.
• Assist with managing client inquiries, requests, and changes throughout the planning and execution process.
• Begin to build and nurture client relationships, demonstrating reliability, responsiveness, and commitment to delivering exceptional service.

Event Support - On Site

• Provide onsite support during events, including during install and set up, event live and load out.
• Liaise with vendors, contractors and venue staff on site, coordinating deliveries, setup, and teardown activities according to event timelines.
• Address client and attendee inquiries, requests, and issues promptly and professionally, maintaining a positive and solution-oriented demeanor.
• Monitor event activities and troubleshoot any logistical or technical challenges that arise, implementing contingency plans as necessary to ensure event success.

Qualifications:

• 1-2 years of experience in event planning, client services or related field
• Proficiency in Google Suite (Docs, Sheets, and Slides)
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills.
• A proactive attitude what the ability to work collaboratively in a team setting
• Proven ability to work autonomously and manage multiple work flows, projects or tasks in a given period

Requirements:

• Must be able to remain in a stationary position 50% or more of the time while working remotely and in a standing position 50% or more of the time while working offsite
• Must be able to work outdoors in various weather conditions
• Have a valid Driver’s License
• Regularly required to stoop, kneel, bend, crouch and lift up to 25 pounds and occasionally heavier items
• Available to work weekends and evenings as needed for events

Location: We are a hybrid company with hub locations in Los Angeles and New York. The ideal candidate is located in Los Angeles or New York.

Diversity, Equity, Inclusion and Belonging:

At NVE, we are led by curiosity and fueled by humanity. Authentic connection is at the heart of our work and we embrace the opportunity and responsibility we have as an organization to provide the tools and resources needed to deliver the best and most equitable experiences possible for our employees and the clients we serve.

• 401k Match
• Communication Stipend
• Paid Company holidays & PTO Package
• Company get togethers & retreats
• Flexible WFH policy

Salary Estimation: [$22.00 - $26.00 per hour]

This is an non-exempt role. NVE intends to provide a competitive total compensation package which includes a variety of incentives, benefits, growth and developmental opportunities. There are many factors to the presented salary range, including but not limited to - location, departmental budgets, certifications, and overall job-related qualifications.

NVE reserves the right to change or modify the employee’s job description whether orally or in writing, at any time during the employment relationship. NVE may require an employee to perform duties outside his/her normal description.

Employment eligibility verification is required for this role. In certain states, NVE participates in the E-Verify program in accordance with local regulations.

Applicable states: Utah, Arizona, Louisiana, Mississippi, Tennessee, Alabama, Georgia, North Carolina, South Carolina, and Florida.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in NVE Experience Agency’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.