Events Project Coordinator

Overview

We aim to deliver big creative ideas and campaigns with speed and exceptional customer service. We provide a one-stop-shop for clients from ideas and content development to synthesis and visualization of complex messages for large audiences. We create clarity and build energy for the initiatives that matter.

The Project Coordinator plays a pivotal role in supporting both events and communications projects. This position requires agility, creativity and excellent organisational skills. They support the production team, contributing to the seamless execution of high-impact campaigns and experiences.

We offer substantial on-the-job training and exposure to diverse projects, allowing you to grow your expertise across media, formats, and storytelling techniques. This role blends ambition, ideas, and enthusiasm with hands-on project management to deliver memorable narratives and experiences.

Success in this role requires exceptional organisation, great attention to detail, creativity, commercial awareness, and the ability to manage multiple projects simultaneously while maintaining outstanding client service and attention to detail.

Duties

You will be expected to complete the following tasks across a range of simultaneous projects:

Develop event proposals and manage the research and procurement of items such as giveaways, gift boxes, SWAG etc
Source, design, and coordinate production of print materials, ensuring timely delivery and quality control
Identify and book event entertainment, including guest speakers, performers, and facilitators
Monitor budgets and provide regular updates to Producers to ensure financial accuracy and control
Create and maintain project deliverable schedules, call agendas, meeting notes and timelines
Draft speaker briefing documents and session guidelines tailored to each event or communications initiative
Assist in the development of creative briefs for design, video, and voiceover assets
Participate in brainstorming sessions to contribute ideas across events and communications planning
Complete administrative tasks such as credit card reconciliations, time tracking analysis, and supplier coordination
Maintain professional and responsive communication with clients, vendors, and internal teams
Support Producers and Communications Leads with additional tasks as needed to ensure project success

Knowledge & Experience

2 years of experience in project coordination, ideally within events, communications, or creative industries
Familiarity with project planning, vendor management, and budget tracking
Understanding of communications workflows including content creation, design, and production
Strong project management, budgeting, scheduling, and supplier management skills
Experience working in fast-paced, deadline-driven environments with multiple stakeholders
Exceptional organisational skills, commercial awareness, and attention to detail
Creative, proactive, adaptable, and able to perform under pressure
Willingness to travel and work flexible hours when required
Exposure to global or cross-cultural projects is a plus

Enthusiasm, energy, and people skills are essential in Project Coordinator roles as they sit in the middle of all the activity of a given project - both within the company and to clients.

Skills & Attributes

Exceptional organisational skills and attention to detail
Strong written and verbal communication skills
Proactive problem-solving and resourcefulness
Ability to manage multiple projects simultaneously and prioritize effectively
Collaborative mindset with a willingness to learn and contribute
Tech-savvy with proficiency in Microsoft Office, and virtual collaboration platforms

Education & Training

Degree in Event Management or Communications or similar

Pay: $50,000.00 - $65,000.00 per year

Benefits:

401(k)
Health insurance
Paid time off

Work Location: Hybrid remote in Miami, FL 33127