Event Coordinator

Overview

Imagine contributing to events that captivate millions and define cultural moments. A world-renowned entertainment and media company, celebrated for its immersive storytelling and groundbreaking experiences, is seeking a talented individual to join its dynamic internal creative resources team. This full-service powerhouse delivers integrated solutions, from spectacular event production to cutting-edge technology development. In partnership with Aquent, we’re searching for an Event Coordinator whose passion for precision and seamless execution will directly shape the magic and meticulous planning of our most iconic fan gatherings. Your work will ensure every detail contributes to an unparalleled attendee journey, leaving a lasting impression on a global audience.

As an integral part of the Special Events team, you will provide essential support to event producers for our premier, large-scale fan event. This pivotal role is your opportunity to be at the heart of coordinating complex logistics, supporting intricate production workflows, and facilitating critical communications. You’ll make a tangible difference in delivering an excellent, well-organized, and unforgettable event, directly impacting its overall success and the delight of every attendee.

**What You’ll Do:**

* Coordinate assigned tasks, event planning, logistics tracking, and administrative support functions.
* Maintain planning documents, schedules, trackers, and production files, ensuring accuracy and currency.
* Assist with routing information, managing deadlines, preparing meeting notes, and supporting operational workflows across multiple workstreams.
* Support communication with key partners, vendors, exhibitors, and cross-functional teams.
* Help route information, track deliverables, coordinate approvals, and maintain accurate documentation for internal and external stakeholders.
* Assist in the development of presentation materials, briefing documents, production manuals, signage grids, run-of-show updates, and post-event reporting.
* Prepare materials for leadership, creative partners, and operational teams.
* Contribute to on-site operations during load-in, rehearsals, event days, and strike.

**Required Qualifications:**

* Bachelor’s degree in Event Management, Meeting Planning, Marketing, Business, Theater, Communications, or equivalent practical experience.
* 1–2+ years of experience in event coordination, production, project coordination, or a related field (internships are acceptable).
* Strong organizational skills with the ability to manage multiple tasks, timelines, and priorities effectively.
* Excellent written and verbal communication skills.
* Proficiency in standard office productivity suites (e.g., spreadsheets, word processing, presentation software).
* Ability to thrive in fast-paced, deadline-driven environments.
* Exceptional attention to detail and a strong commitment to accuracy.

**Must-Haves:**

* Excellent communication skills
* Team player mentality
* Proactive and inquisitive approach (asks questions)
* Highly collaborative
* Exceptional attention to detail
* Strong organizational abilities
* Creative problem-solving skills
* Task-oriented with the ability to complete assignments within given timelines

**Nice-to-Haves:**

* Prior experience within a large-scale entertainment or media company and/or familiarity with our renowned brand.
* Experience supporting large-scale events, conventions, festivals, or fan experiences.
* Knowledge of production workflows, creative approval processes, or complex logistics coordination.

**About Aquent Talent:**
Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.
Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. More information on our awesome benefits!
Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.