Brand Activations Project Coordinator

Job Responsibilities

• Create event itineraries for internal team members and leadership as needed
• Route deliverables for review through key stakeholders, both internal and external
• Manage and track deadlines, internal approvals, and timelines for elements in each program
• Other tasks as assigned by the team
• Provide administrative support to the department as needed, such as managing the schedule and agenda for scheduled meetings with internal and external stakeholders
• Project management across the team’s projects/events/campaigns
• Manage all billing and budgeting for projects: expense tracking, SOWs, sponsorship contracts, POs, invoices, budget wrap reports
• Provide project support to the Brand Activations and Sponsorships team as needed
• Lead communication around project status with internal stakeholders on a daily basis
• Proactively identify opportunities for improvement and move quickly to implement these new workflows or systems
• Proactively keep team members on deadlines in an effective but positive way
• Update and manage the annual calendar of brand events and sponsorships
• Monitor marketplace and industry trends and present monthly activation recap findings to Brand Activations & Sponsorships team
• Manage and update internal trackers and documents and share daily updates with the Brand Activations & Sponsorships team
• Set up digital promotional campaigns, as well as report on goals
• Create experiential briefing documents for each program
• Own admin tasks such as corporate card expense reports, travel booking, meeting scheduling etc.
• Work very closely with external agency for kick off, briefing, budgets, schedules, deliverables, and have a deep understanding of how their workflow and timeline fits into our larger internal schedule

Job Qualifications:

• Experience in events preferred
• Advanced user of Microsoft Office (word, excel, power point), Outlook, and Google Suite preferred
• *NYC area based employees preferred (2x a week office attendance encouraged)
• A minimum of 2 years’ experience in a project management or similar function
• Excellent organizational and project management skills with experience managing multiple projects with competing priorities in a calm and efficient manner
• Strong anticipatory skills and ability to connect the dots within multiple projects at once
• Strong written and verbal communication skills
• Self-starter attitude and ability to build a strong rapport and trust with partners across multiple functional areas
• Strong organizational and time management skills with ability to set priorities, multi-task, and meet deadlines in a fast-paced environment
• *This position will not be required to travel for events
• Understands project management principles, processes and tools
• Ability to assist on large scale and complex projects end to end
• Motivated self-starter with an entrepreneurial spirit who is driven to excel in a fast-paced environment