Hybrid Custom Activation Coordinator

Haymarket; Northern, New York (KY, NY); Hybrid; USD 55,000 - 60,000; Full time

Benefits offered by this job

Three Week Work from Anywhere

Health plans including medical, dental

Vision coverage

Competitive 401(k) with company match

Life insurance

Employee referral awards

Training opportunities

Paid vacation/holidays/sick time

Job summary

Haymarket Media, Inc. is seeking a Custom Production Coordinator to join Haymarket Studio in New York, NY, with a hybrid schedule (three in-office days as needed). The role focuses on custom activations across Campaign, MM+M, and PRWeek, handling PoS, vendor coordination, and podcast production from kickoff through launch.

The candidate should be highly organized, client-facing, and proficient with the Adobe Suite, Excel, Google Suite, Salesforce, and MS Office. A cover letter is required.

Qualifications

• Minimum of 2 years experience, ideally 5+, preferably in a B2B environment.
• Bachelor’s degree in a related field.
• A working knowledge of the Adobe Suite (primarily Premier) is a plus.
• Proficiency in Excel, Google Suite and Microsoft Office products. Familiarity with Salesforce, a plus.
• Keen organization and attention to detail; ability to multi-task and juggle many projects at once; being proactive.
• Professional courtesy, respect for colleagues and clients, a go-getter attitude.

Responsibilities

• Creating Purchase Orders (POs) for all vendors, venues, freelancers, etc. that are hired for custom events and activations.
• Frequent interaction with vendors/freelancers, including ensuring they provide Accounts Payable with invoices to facilitate payment.
• Creating and submitting all custom team art requests — needed for signage at events, promotional materials, landing pages, etc.
• Keeping the finance/accounting teams fully updated on program progress, which includes providing them with all hard costs for every custom activation.
• Ensuring that all custom activations sold are recorded on the team's master tracker/calendar with necessary details, corresponding contracts, etc. and updating this on bi-weekly team calls.
• Assist with organizing select custom activations.
• Report custom program or event outcomes and/or risks to the appropriate management channels and elevate issues as necessary
• Create, track and maintain all program documents, including production timelines, client requirements, project tracking and SOPs. This also includes Purchase Orders (POs) for all vendors, venues, freelancers, etc. that are required/hired for custom events and activations.
• Scheduling, coordinating and conducting client kick-off call within first week of receiving IO and running kick-off call, going over content, speakers, etc. and answering any questions client may have about recording day.
• Collecting all assets and deliverables from client (i.e. headshots, bios, etc.) and coordinating with internal art teams for all necessary materials
• Coordinating with moderator and all relevant client parties to finalize recording date, content direction, and all other live-day needs.
• Oversee the editing process, which includes sending the podcast for clients review, collecting edits to send back to podcast engineer, seeing this through until client fully approves the podcast.
• Provide finalized materials to content hub team to post on launch day and, once launched, sending the podcast link, art and marketing materials to client
• Join kickoff call with Custom Director and client to go over all activation details, agree on an event date, and answer any questions the client may have
• Collaborate with clients to understand their event goals and develop a comprehensive plan to execute the event
• Create a timeline to provide to client to ensure that all deadlines are met
• Venue sourcing, which includes researching options, liaising with clients to ensure they have all necessary details to select the venue, and liaising with chosen venues on all contract and payment details.
• Connect with vendors, if necessary (photographers, videographers, printers for signage, freelancers, etc.)
• Assist with recruitment if needed for both speakers and audience
• Assist with live day activation — be onsite to help with setup, greet guests, etc.

Skills

Organization

Multi-tasking

Client-facing

Communication

Problem solving

Education

Bachelor's degree in related field

Tools

Adobe Premiere

Excel

Google Suite

Microsoft Office

Salesforce

Job description

Haymarket Media, Inc. is seeking a Custom Production Coordinator to join Haymarket Studio in New York, NY, with a hybrid schedule (three in-office days as needed). The role focuses on custom activations across Campaign, MM+M, and PRWeek, handling PoS, vendor coordination, and podcast production from kickoff through launch.

The candidate should be highly organized, client-facing, and proficient with the Adobe Suite, Excel, Google Suite, Salesforce, and MS Office. A cover letter is required.