Ad Events Coordinator

About the Team

The Events Team curates exceptional experiences for the Ad Sales business, crafting engaging moments that strengthen client relationships. From large-scale tentpole events and industry activations to intimate client dinners and restaurant reservations, we manage every detail with precision. Despite being a small but mighty team of five—soon to be six with this coordinator role—we are highly resourceful, efficient, and dedicated to delivering outstanding results.

About the Role

As the Ad Event Operations Coordinator, you will help support the Ad Events Team with administrative support and project coordination. This will include trafficking on-going projects and general day-to-day operations. You will help with setting up meetings and maintaining files and organization for the Events Team. You will help with event research including venue searching, activity scouting, and vendor outreach. You will assist with planning and executing events.  You will also build, manage and track all aspects of invitations and lists. In this position, you will also have the opportunity to learn all aspects of event management. Our events are owned events, sponsorship events, and live events within the Advertising Industry.

For New York Only - The estimated annual salary for this position is between $81,000 - $90,000 annually.

Compensation packages are based on factors unique to each candidate, including but not limited to skill set, certifications, and specific geographical location.
This role is eligible for health insurance, equity awards, life insurance, disability benefits, parental leave, wellness benefits, and paid time off.

What You'll Be Doing

• Assist the Ad Events Team with the execution of events not limited to; industry tentpoles, c-suite level offsites, in-office summits, and intimate executive dinners
• Overall administrative support for the Ad Events Team including, but not limited to: meeting scheduling, project trafficking, vendor coordination and miscellaneous projects and research
• Support with general team day-to-day operations
• Manage invitations and list management for on-going events including list building, graphics, and invitation platform management (primarily on SplashThat)
• Coordinate all vendor processing, including new vendor setup, payment processing, contract negotiation, and tracking (specifically Certa and Netsuite)
• Ideate and source new and sustainable products/packaging to be used for all event-related gifting as well as internal product orders
• Assisting in the organization and operational logistics for in-office events, including securing audiovisual and catering services
• Conduct research on venues and vendors, and ensure the ongoing maintenance of up-to-date event resources
• Develop event presentations by assembling supporting graphics and necessary documentation
• Schedule core team meetings and overall coordination of Events Team calendars
• Collaborate with the Events Team and the broader Global Media Revenue teams on ongoing projects, maintaining clear communication
  
  

We're Excited If You Have

• A Bachelor’s degree
• At least 4 years of experience in event coordination or project support
• Brand side experience
• Digital and or Steaming experience
• Experience working with attendee invite management systems: specifically SplashThat and or Jiffle etc.
• Strong customer service background
• Outstanding attention to detail, organized, collaborative, and creative individual 
• Excellent writing and communication skills
• Ability to multi-task while maintaining a strong attention to detail
• Ability to take initiative, be proactive, and work independently

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