Project Coordinator - Event Production

Inizio Engage XD; Philadelphia (Philadelphia County); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Great compensation package

23 days annual leave

Private Medical Plan

Life Insurance

Group Income Protection

Job summary

Emota, an award-winning global events agency and part of Inizio Engage XD, is seeking a Project Coordinator to support live and experiential event production from planning through delivery.

Based in Philadelphia with a hybrid working arrangement, you will coordinate timelines, budgets, stakeholder communications and on-site activities, while collaborating with Producers and cross-functional teams to ensure successful outcomes.

Qualifications

• 1+ year of project coordination in live or virtual events.
• Experience with enterprise PM tools like Smartsheet and MS 365.
• Strong organizational and communication skills.

Responsibilities

• Coordinate project elements including timelines, budgets, and stakeholders.
• Support meetings with agendas, notes, and action items.
• Maintain project docs, timelines, and status reports.
• Collaborate with Creative, Logistics and Environments teams.
• Assist in budget tracking and invoicing using company tools.
• Prepare presentations for internal and client use.
• Provide on-site support and travel for events.

Skills

Project coordination

Stakeholder communication

Multitasking

Travel readiness

Tools

Smartsheet

Microsoft 365

Job description

Emota creates unforgettable brand experiences that captivate audiences and push creative boundaries. As an award-winning experiential agency, we bring visions to life through the full spectrum of Meetings, Events and Exhibitions, underpinned by industry-leading sustainability, DEI, Health and Safety, and groundbreaking production practices.

We're delighted to present an opportunity for a Project Coordinator to join our award-winning Live Event Production team and help us create moments that matter.

What you'll be doing...

As a Project Coordinator, you'll play a pivotal role in supporting the planning and delivery of innovative, high-impact experiential and live event projects.

Reporting to a Producer, you'll coordinate important project elements including timelines, budgets and stakeholder communication, helping ensure projects run smoothly across our teams, suppliers and clients.

This role offers a hybrid working opportunity aligned with our Philadelphia office.

Your main responsibilities include:

Project Coordination

• Assist our team of Producers, Senior Producers and Executive Producers in planning, executing and closing out Event Production projects according to deadlines and budgets
• Help coordinate internal and external meetings, including agendas, meeting notes and action items
• Maintain accurate project documentation, timelines and status reports across your assigned projects using enterprise tools including Smartsheet
• Partner with other Service Lines including Creative, Logistics and Environments

Budget Management

• Assist in tracking project budgets, client purchase orders and invoicing using company tools
• Support cost reconciliations and expense reporting following events

Client and Stakeholder Support

• Provide communication support to the Project Lead and relevant delivery teams
• Prepare presentations and documentation for internal and client-facing use

On-Site Support

• Travel domestically and internationally, participating in on-site event setup, delivery and breakdown
• Support the broader team on-site, acting as a point of contact for crew and suppliers

What you'll need to have...

• A passion for live production and the events industry
• 1+ years of experience in a project coordination role within live or virtual event production
• The ability to stay organized while supporting multiple projects with different timelines and priorities
• Experience using project management tools and the Microsoft 365 suite
• Willingness and ability to travel and support events on-site, including domestic and international travel
• A solutions-focused mindset and the ability to problem-solve in a fast-paced environment

Just a few of our benefits...

• Great compensation package
• 23 days' annual leave plus public holidays, company closure over Christmas and personal days
• Private Medical Plan
• Life Insurance
• Group Income Protection

A bit about us ….

Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences.

Part of Inizio Engage XD, we are an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioral science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content.

Don't meet every job requirement? That's okay! We are dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.