Event Coordinator - Experiential Marketing

Job Summary The Event Coordinator is execution-focused and responsible for supporting the Events team through administrative coordination, data management, and workflow tracking across all active campaigns and activations. This role ensures that timelines, documentation, and communication remain organized, accurate, and on track. The Event Coordinator partners closely with Event Project Managers and Production Managers to support day-to-day operations by managing task tracking, data entry, scheduling, and checklist completion. Essential Duties, Functions, And Responsibilities Success in this role requires strong attention to detail, organization, follow-through, and the ability to stay proactive in a fast-paced, deadline-driven environment. Responsibilities include and are not limited to the below: Maintain and update event project plans, timelines, and task assignments in Asana or designated project management tools Track all assigned tasks across events and proactively follow up with team members to ensure completion Support Event PMs in maintaining accurate run-of-show documents, timelines, and readiness trackers Identify overdue tasks or risks and **escalate** to Event PMs or leadership as needed Input and maintain event details, vendor information, budgets, and timelines in internal systems Organise and store documents including contracts, permits, staffing lists, and event materials in SharePoint or designated systems Ensure all files are properly named, version‑controlled, and easy for teams to access Support post‑event documentation collection (photos, reports, receipts, timesheets) Schedule internal and external meetings for Event PMs and Production Managers Prepare agendas, capture notes, and distribute meeting recaps with clear action items Track follow‑ups from meetings and ensure accountability for completion Serve as a communication hub to help ensure information is shared clearly across teams Support the management and tracking of event readiness checklists across all events Work with Event PMs and Production Managers to confirm completion of permits and approvals, staffing confirmations, vendor deliverables, shipping and logistics readiness Flag incomplete items or risks ahead of event execution Coordinate with internal teams to gather required information for events Assist in routing requests, updates, and approvals between departments Support communication between vendors, staffing partners, and internal teams as directed Assist in tracking event expenses, invoices, and receipts ensuring accurate and on time submissions to Gratsy's accounting team Ensure documentation is submitted and organised for finance review Support reconciliation efforts post‑event Represent Gratsy's brand and values with clients, vendors, and partners Core Values: Exhibit exemplary alignment with our core values, mission, and vision here at Gratsy Comply with all company policies and procedures and perform other duties as assigned Education & Related Experience Required High school diploma or equivalent required Bachelor's degree in event management, marketing, communications, or related field preferred 2+ years of experience in administrative, coordination, or event support roles Internship or exposure to events, marketing, or agency environments is a plus Knowledge, Skills, And Abilities Strong organisational and time‑management skills High attention to detail and accuracy Ability to manage multiple tasks and deadlines simultaneously Clear written and verbal communication skills Proficiency in Microsoft Office (Excel, Word, PowerPoint) Familiarity with project management tools (e.g., Asana) preferred Proactive, dependable, and eager to learn Ability to remain calm and focused in fast-paced environments Comfort working in fast paced and event‑driven, deadline‑oriented environments A valid driver’s licence and the ability to be covered under the Gratsy's insurance policy are required Supervisory Responsibilities And Interactions With Others The position will interact daily with peers, cross functional teams, customers, vendors, and the public. Physical Requirements The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, hear, and see using close‑and/or distance‑vision, and use their hands to touch, grasp, or type. Enter and locate information on a computer. Visually verifies information, often in small print. Presents information to small or large groups. Communicates with customers, vendors, or employees via telephone, in person, and/or electronic mail. The employee may occasionally be required to reach with their hands and arms, walk, and lift or move objects up to 20 pounds. Hand‑eye coordination is necessary to operate computers and various pieces of office equipment. TRAVEL Travel: Some domestic travel may occur, up to 15% of any given month. WORKING CONDITIONS Duties are typically performed in an office environment. The work environment is usually a well‑lit environmentally controlled indoor environment with a moderate level of noise. This is a full‑time position, and the hours of work and days range Monday through Friday, 8 a.m. to 5 p.m. Work hours may vary depending on the operational activities and required duties; evening and weekend work may be occasionally required. #J-18808-Ljbffr