Senior Coordinator, Brand Experience

Heaven Hill Brands; Louisville (KY); On-site; USD 52,000 - 67,000; Full time

Job summary

Heaven Hill Brands is seeking a Senior Coordinator, Brand Experience to lead the planning, coordination and execution of consumer brand experiences in Louisville, KY. The role focuses on managing logistics, timelines, budgets and documentation to deliver premium experiences on time and on brand.

The Senior Coordinator will work with the Senior Manager, external agencies, production partners and cross-functional teams to ensure every program detail is accounted for and executed smoothly, with

Qualifications

• Experience coordinating experiential programs or live events.
• Strong organizational skills and ability to manage multiple tasks in a fast-paced environment.
• Proficient in budgeting, expense tracking and vendor coordination.
• On-site event support and problem-solving with a proactive mindset.
• Cross-functional collaboration with marketing, PR, advocacy and sales teams.

Responsibilities

• Coordinate all phases of experiential programs from pre-event planning through on-site execution and post-event wrap.
• Develop and maintain detailed project timelines, checklists and run-of-show documents.
• Coordinate logistics including shipping, staffing, permitting, vendor scheduling and setup/breakdown.
• Serve as primary on-site coordinator at events and resolve day-of issues.
• Support creation of program briefs, recaps and presentations as directed by the Senior Manager.

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Senior Coordinator, Brand Experience

Marketing G&A Associate Analyst Louisville, KY, US

This role is an office position based in Louisville, KY. National travel to support event execution and program oversight required (40%–50% travel expected).

What the Role Is

The Senior Coordinator, Brand Experience supports the planning, coordination and execution of consumer brand experiences across Heaven Hill's portfolio. This role is the operational engine behind the Brand Experience function, managing the logistics, timelines, budgets and documentation that enable high-quality, premium experiences to come to life on time and on brand.

The Senior Coordinator works closely with the Senior Manager, Brand Experience, external agencies, production partners and cross-functional teams to ensure every program detail is accounted for. This role requires strong organization, the ability to manage work effectively in a fast-paced environment, and enthusiasm for supporting impactful experiential marketing programs.

How You Will Spend Your Time?

Experiential Program Coordination

• Support the Senior Manager in coordinating all phases of experiential programs from pre-event planning through on-site execution and post-event wrap.
• Develop and maintain detailed project timelines, checklists, run-of-show documents and status trackers for assigned programs.
• Coordinate logistics including shipping, staffing, permitting, vendor scheduling, product orders and on-site setup and breakdown.
• Serve as a primary on-site coordinator at events, ensuring smooth execution and proactively resolving day-of issues.
• Support the development of program briefs, recaps and presentations as directed by the Senior Manager.

Budget Tracking & Financial Coordination

• Maintain real-time budget trackers for all assigned programs, ensuring expenses are accurately logged and reconciled.
• Process vendor invoices, purchase orders and expense reports in a timely manner.
• Flag budget variances or risks to the Senior Manager proactively.
• Support the preparation of budget summaries and financial reporting for internal stakeholders.
• Coordinate day-to-day logistics with experiential agencies, production partners, staffing companies and other vendors.
• Obtain quotes, coordinate certificates of insurance, execute venue contracts and manage vendor payments under the direction of the Senior Manager.
• Track deliverables and deadlines across agency and vendor relationships to ensure programs stay on schedule.
• Support agency briefings, reviews and recaps by preparing materials and maintaining meeting notes and action logs.

Asset & Knowledge Management

• Maintain and organize the Brand Experience shared asset library including bars, furniture, signage, glassware, lighting and other reusable elements; tracking inventory, condition and location.
• Maintain an organized and accessible library of event recaps, photography, performance data and learnings for use across the organization.
• Support the ongoing development of activation playbooks, planning tools and best practices under the direction of the Senior Manager.
• Maintain vendor and agency contact databases and preferred partner documentation.

Cross-Functional Coordination

• Coordinate with Brand Marketing, PR, Advocacy and Sales teams on program logistics and information needs.
• Support the coordination of content capture at events, working with PR and creative partners to ensure photo and video needs are planned for in advance.
• Prepare and distribute event briefs, updates and recaps to relevant internal stakeholders.
• Assist with scheduling and facilitating internal planning meetings and cross-functional check-ins.