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Event Operations Specialist

Job title: Event Operations Specialist
Contract type: Freelance
Location: Hapeville
Industry: Marketing
Remote: No
Reference: 447011
Contact name: Casey Broday

Job description

Pay rate: $25 - $27
Contract: 4-6 Months 
Schedule: Hybrid (2 days/ week)
Travel: 50% travel required (travel to different states within the US)

Position Objective:

We are seeking an Experiential Events Coordinator to join our team and support the Manager of Brand Strategy and the Sports Marketing Manager. In this role, you will assist with financial management, budgeting, invoicing, procurement, event logistics, and execution of events across North America. These events primarily include tradeshows, sponsorship events, and ad hoc initiatives such as SXSW, The Los Angeles Autoshow, and Golf Events. You will also contribute to contract execution and day-to-day coordination of essential event functions, ensuring alignment with company directives and adherence to brand standards.

Primary Responsibilities:
  • Collaborate with Managers to facilitate financial and budget aspects of Experiential programs and event planning, including contracting, site selection, vendor negotiation, web development for registration, onsite staffing, and post-event reporting.
  • Provide support for Experiential initiatives, including meeting preparation, supply ordering, packing/shipping event materials, managing purchase orders, and adhering to procurement guidelines.
  • Assist with contractual fulfillment, partner relationship development, presentations, budget management, invoicing, and vehicle logistics.
  • Communicate Experiential program and event updates to relevant departments, such as HR, PR, and Communications.
  • Manage vehicle fleet logistics, arrange transportation, and oversee modifications to suit program requirements.
  • Collaborate with vendors/suppliers for catering, vehicle transportation, detailing, staff management, event flow, and marketing materials.
  • Coordinate travel, lodging, and expenses for participants attending Experiential programs.
  • Supervise on-site services including floral arrangements, catering, staff assignments, vehicle logistics, booth cleaning, and associated costs.
  • Monitor and report budget expenditures for Experiential Events, processing final invoices from suppliers.
  • Develop and update marketing PowerPoint presentations and event wrap-up reports.
  • Contribute to the timely execution of events within budget, meeting or exceeding expectations for assigned campaigns.
  • Education: Bachelor's degree in Marketing, Advertising, or a related field.
  • Experience: Minimum of 3+ years in marketing and events, preferably with expertise in logistics, vehicle preparation, travel coordination, and customer relations.
  • Understanding of marketing strategies and concepts.
  • Proficiency in Excel and PowerPoint.
  • Track record of managing collaborative projects from ideation through planning and execution.
  • Familiarity with processes, procedures, systems, and logistics.
  • Experience in contracting and managing third-party vendors and onsite logistics.
  • Ability to assess requests and strategize asset utilization for maximum impact.
  • Preferred experience in events, finance, and vehicle logistics industries.
  • Previous exposure to tradeshows and sponsorships is advantageous.
  • Up to 50% travel flexibility.
Expired job
Expired job

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