Event Coordinator, Marketing ​/ Advertising ​/ PR

One of our top retail clients is seeking a Marketing Event Project Coordinator to support the Sports Marketing team through a busy period of upcoming events and activations. This person will play a key role in keeping projects organized, timelines on track, and event logistics running smoothly across several high-profile sports marketing initiatives.

The role will support two major football events in November, Super Bowl planning and activations, and other sports marketing initiatives
. This is an ideal opportunity for someone who thrives in a fast-paced environment, is highly organized and detail-oriented, and enjoys coordinating across multiple teams, agencies, vendors, and event partners.

• Manage project timelines, workback schedules, budgets, and key milestones across sports marketing activations.
• Track deliverables, dependencies, approvals, and potential risks, escalating issues when needed.
• Maintain project documentation, action-item trackers, timelines, and weekly status updates for stakeholders and leadership.
• Help ensure projects remain organized and on schedule from planning through execution.

• Support agency and cross-functional meetings by documenting key decisions, action items, and next steps.
• Coordinate communication and follow-up across agencies, vendors, and internal business partners.
• Help ensure partners have the information and resources needed to meet project timelines and deliverables.
• Monitor open action items and proactively follow up to keep work moving forward.

• Support planning and logistics for football events, Super Bowl activations, and other sports marketing experiences.
• Assist with event materials, including run-of-show documents, itineraries, staffing plans, and other planning resources.
• Coordinate vendor needs, travel arrangements, credentials, shipping, gifting, food and beverage menus, and product requests.
• Support event-day logistics and onsite execution as needed.
• Assist with VIP talent transportation logistics for Super Bowl activities in partnership with the event team.
• Help troubleshoot last-minute logistical needs and changes during event preparation and execution.

• Maintain a high level of accuracy and attention to detail across timelines, communications, budgets, and deliverables.
• Help identify opportunities to streamline processes, improve organization, and increase team efficiency.
• Support the team with additional coordination and administrative needs during this high-volume period.

• Coordinate hotel rooming lists, reservations, and related logistics for events and stakeholders.
• Serve as a primary point of contact for hotel-related updates, questions, and issue resolution.
• Communicate changes and important logistics to internal stakeholders and external partners.
• Ensure hotel information remains accurate and up to date throughout the planning process.

• 1-2+ years of experience in project coordination, marketing, event planning, experiential marketing, or a related field.
• Strong organizational and project management skills with the ability to manage multiple timelines and priorities simultaneously.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• Comfortable coordinating with internal teams, agencies, vendors, and external partners.
• Ability to work effective in a fast-paced environment with shifting priorities and tight deadlines.
• Proactive problem-solving skills and the ability to identify and elevate potential issues.
• Experience supporting events, activations, or large-scale marketing initiatives is highly preferred.
• Proficiency with Microsoft Office/Google Workspace and project management or tracking tools.

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