Experiential Project Assistant

Job Description

Job Description

About Us

We are a fast-paced Experiential Marketing Agency that produces large-scale brand activations, live events, trade shows, mobile tours, and marketing programs across the United States. Our work moves quickly, priorities can change daily, and no two projects are ever the same.

We are seeking an Experiential Project Assistant to support our Account Managers and Project Teams with day-to-day tasks across multiple accounts and programs. This role is ideal for someone who already has experience in experiential marketing, event production, brand activations, or agency environments and wants to gain deeper hands-on exposure to client management and program execution.

Position Overview

The Experiential Project Assistant plays a critical support role in helping programs stay organized, on schedule, and moving forward. This person will assist with project coordination, vendor communication, staffing support, logistics, reporting, and administrative tasks while working closely with Account Managers and cross-functional teams.

This is not a traditional administrative role. We are looking for someone who is highly adaptable, self-driven, resourceful, and comfortable operating in a demanding, fast-paced environment where priorities can shift quickly. The ideal candidate is mature, professional, proactive, and willing to step in wherever needed to help the team succeed.

Essential duties and responsibilities include but are not limited to:

• Provide day-to-day support to assigned Account Managers across multiple client accounts and programs.
• Support with Management of client products and assets, including handling inventory intake and accuracy.
• Support assigned accounts with time-sensitive expense reports and documents for reimbursement on a strict deadline schedule.
• Support in scheduling travel logistics for event staff, including booking flights, hotels, and ground transportation.
• Manage and report on premium and program inventory, ensuring tracking accuracy and timely replenishment.
• Assist with event operations support including staffing, scheduling, and onsite logistics preparation as needed.
• Support in gathering, organizing, and submitting event-related documents, recaps, and reports.
• Troubleshoot and resolve issues quickly and professionally, escalating as needed.
• Support account manager to balance shifting priorities, programs, and deliverables to ensure assigned programs are on time, on budget, and exceed client expectations.
• Generate event reports and perform event-related follow-up duties.
• Maintain basic knowledge of account budgets and assist in tracking expenses against budget allocations.
• Take ownership of assigned tasks and follow through with minimal supervision
• Step into other agency functions as needed to support evolving priorities and project’s needs.

Qualifications

• 1–3 years of Experience in experiential marketing or related industry is required.
• Must have strong interpersonal and communication skills.
• Ability to work independently as well as collaboratively in a team.
• As a successful candidate, you can juggle multiple projects simultaneously and have experience supporting a high-functioning team.
• Ability to manage multiple projects and deadlines simultaneously.
• Outstanding organization and project management skills
• High attention to detail with strong follow-through on assignments.
• Ability to work in a fast-paced environment and adapt to shifting priorities
• Strong Microsoft Office skills, including Outlook.
• Must be able to work standard business hours and have the flexibility to work evenings and weekends when required.
• Ability to travel and provide occasional on-site event support as needed.

Physical Demands:

• Prolonged periods are spent sitting at a desk and working on a computer.
• Regularly required to sit; use hands to finger, handle, or feel and operate a computer keyboard, mouse, and telephone keypad.
• Occasionally required to climb or balance; stoop, kneel, crouch, or crawl.
• Must be able to lift up to 15 Lbs. at times.