Experiential Marketing Assistant

Role Summary We are seeking an organized and reliable Part‑Time Experiential Marketing Assistant to support our Experiential Marketing Manager with event communications, vendor coordination, and activation logistics. This role is perfect for someone who excels at communication, loves staying organized, and wants to gain experience in experiential marketing while working flexible hours. You'll help manage email correspondence, coordinate with sponsors and vendors, assist with smaller activations, and ensure smooth operations behind the scenes.

Key Responsibilities Event Communications & Coordination

Respond to event‑related emails on behalf of the Experiential Marketing Manager

Manage communications with sponsors, vendors, and event partners

Draft and send follow‑up emails, confirmations, and event updates

Track and respond to RSVP inquiries and guest list questions

Keep Experiential Marketing Manager informed of all communications and updates

Vendor & Sponsor Management Support

Assist with responding to sponsorship inquiries

Coordinate with vendors on timelines, deliverables, and logistics

Follow up on vendor contracts, quotes, and payment schedules

Track vendor confirmations and maintain organized records

Small Activation & Product Coordination

Assist with planning and coordination for smaller brand activations

Coordinate product shipments for activations and events

Communicate with warehouse/operations team about inventory needs

Check in with Experiential Marketing Manager before sending out products or materials

Ensure all shipments are tracked and confirmed delivered

Administrative Support

Help maintain event tracking spreadsheets and vendor databases

Update guest lists, RSVP trackers, and contact lists for BGV curated events

Schedule meetings and calls as needed

Qualifications Required

1–2 years of experience in administrative support, event coordination, marketing, or a related field

Excellent written communication skills with professional email etiquette

Strong organizational skills and attention to detail

Comfortable using Microsoft Excel and Google Sheets for tracking and reporting

Ability to manage multiple tasks and prioritize effectively

Proactive communicator who checks in regularly and asks clarifying questions

Reliable, responsive, and able to work independently

Passion for wellness, Black women’s health, and community engagement

Preferred

Experience working with sponsors or brand partnerships

Familiarity with experiential marketing or event coordination

Background in wellness, beauty, or consumer goods industries

Based in Chicago or surrounding area (for occasional in‑person support)

What We Offer

Part‑time, flexible schedule (15–20 hours per week)

Opportunity to learn experiential marketing from an experienced manager

Exposure to high‑profile events like Essence Fest, Afro Tech, and wellness expos

Work with a mission‑driven brand dedicated to Black women’s wellness

Equal Opportunity Statement Black Girl Vitamins is an equal opportunity employer and values diversity and inclusion. We are committed to maintaining a work environment that is free of discrimination and harassment and that provides equal opportunity for all employees and applicants regardless of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

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