Sr Event Coordinator

Philadelphia, PA, USA|Onsite

Job Overview

Work Schedule

Flexible

Benefits

Medical insurance

Dental Insurance

Vision Insurance

Tuition Reimbursement

Paid parental leave

Life insurance

accident insurance

Disability insurance

Retirement Plan

Paid Time Off

Job Description

Sparks is a leading global brand experience agency renowned for its expertise in designing and executing award-winning experiences that create meaningful connections between brands and their audiences. With a reputation built on creativity, strategic insight, and flawless execution, Sparks crafts memorable brand activations, corporate events, trade show exhibits, and immersive experiences that resonate across the globe. The agency has earned recognition from industry leaders such as Adweek, which named Sparks as Experiential Agency of the Year, highlighting its commitment to innovation and excellence in experiential marketing. Operating at the intersection of creativity and strategy, Sparks helps organizations foster deeper relationships, inspire action, and cultivate trust with their target markets through tailored experiences that blend artistry with operational precision. Their approach integrates the latest trends and technologies to deliver impactful marketing solutions that shift perceptions and engage audiences on multiple levels. Crediting a combination of passionate professionals and a culture that values collaboration, Sparks provides a dynamic work environment where employees thrive on challenges and accomplishments alike.

The Senior Event Coordinator role at Sparks serves as a critical member of the events team, focusing on managing and coordinating the various details necessary to plan and execute both B2B and B2C corporate events. This position requires exceptional organizational abilities and a collaborative spirit to support events of varying sizes and complexities. The Coordinator works closely with the Lead Producer and Account Director to ensure events run smoothly, meeting client expectations and internal standards. Responsibilities span from sourcing and managing event decor, furniture, staffing, and transportation, to coordinating logistics and vendor management. Accurate documentation, timeline tracking, and communication of actionable items are paramount, demanding a candidate who is detail-oriented and proactive. Given the hybrid nature of the position, individuals will work partially from one of several offices in Dallas, TX; Philadelphia, PA; Fort Wayne, IN; or Detroit, MI, and partially at show sites, making adaptability and excellent time management essential. The role supports budget planning and requires mastery of company tools and processes, offering individuals the opportunity to contribute to high-profile events while growing their event management expertise in a supportive, innovative corporate culture. From capturing minute details in client meetings to fostering strong internal and external relationships, the Senior Event Coordinator is a pivotal partner in delivering unparalleled brand experiences for Sparks' diverse clientele. The position offers an engaging blend of creative problem-solving, operational coordination, and client servicing in a fast-paced, dynamic environment. Candidates who are motivated, efficient, and ready to collaborate will find this role rewarding and impactful within the experiential marketing field. This is a full-time position with travel requirements up to 25 percent, reflecting the hands-on nature of event coordination and the agency’s global reach.

Job Requirements

Bachelor’s degree
3+ years of experience in event coordination or related field
self-motivated
highly organized
articulate
excellent verbal and written communication skills
strong teamwork ethic
able to work independently and in a team
capable of managing fast-paced, high-growth environment
positive attitude
excellent computer proficiency with Google platform, Microsoft and Apple applications, Microsoft Office, Slack, and team collaboration software
willingness to travel up to 25%
able to work a hybrid schedule partly in office and partly at show site from Dallas, TX, Philadelphia, PA, Fort Wayne, IN, or Detroit, MI

Job Qualifications

Bachelor’s degree
background in event coordination or similar field, preferably 3+ years of experience
excellent verbal and written communications skills
strong teamwork ethic
ability to work both independently and as part of a larger team
excellent computer skills including Google platform, Microsoft and Apple applications, Microsoft Office suite, Slack, Google chat, and collaborative team project software
motivated and results-oriented

Job Duties

Assist in planning and executing client events, directly supporting the Lead Producer and Account Director
execute event planning roles as assigned, including sourcing and management of decor and furniture, transportation management, development of graphics matrices, staffing sourcing and management, F&B support
coordinate, manage and distribute all internal planning and tracking documents, including project timelines, meeting action items
coordinate with third party vendors, briefing and managing them effectively
capture detailed notes from internal and client project meetings, and follow up with recaps and action items
support database management as assigned, including vendor, venue, and contractor information
maintain client files with contracts, agreements, work orders, budgets, schedules, checklists in Google Drive, Egnyte, or other client specified platforms
develop a mastery of all company tools and processes
support with budget development for assigned areas
support the Producer and Account Director with team communications
foster positive relationships internally and with external clients