Events Coordinator

As part of our interview process and our commitment to building high-performing teams, we’ve partnered with The Culture Index Program to better understand work styles and team dynamics. To support this process, we kindly ask you to complete a brief survey as part of the application process when submitting your profile. It should take no more than 7 minutes, and there are no right or wrong answers. We appreciate your participation and look forward to learning more about how you might fit within our team! Collectivus Holdings is a dynamic business group encompassing many of the most prestigious brands in the Collecting, Trading Card Game, and Hobby industries. With a century’s worth of collective experience in driving product and service innovation, high-end quality standards, and elevated customer experience, Collectivus brands are among the most recognized and loved throughout the world by the communities they serve. Locations : Aarhus – Dallas – Delhi – Lisbon – Nashville – Seattle – Worldwide Job Title: Event Coordinator Reporting Line: Events Manager The Events Coordinator supports the planning and execution of company events by managing logistics, coordinating details, and ensuring operational readiness. This role works closely with the Director of Events and Event Manager to execute high-quality events, maintain organization across multiple workstreams, and ensure nothing falls through the cracks. This is a highly detail-oriented, execution-focused role that plays a critical part in delivering seamless event experiences. Key Responsibilities Event Planning & Coordination Support Partner with Event Manager in day-to-day planning and execution of events Assist in building and maintaining project timelines, task trackers, and planning documents Coordinate internal meetings, updates, and follow-ups to ensure progress stays on track Help prepare run-of-show documents and execution materials Logistics & Operations Shipping and tracking of materials Inventory preparation and organization Vendor coordination and communication Travel arrangements and accommodations Ensure all materials arrive on time and are properly organized for events Assist with on-site setup, execution, and breakdown Administrative & Process Support Maintain and update event documentation, trackers, and shared files Support adherence to established event SOPs, templates, and checklists Assist in managing event intake forms and ensuring required information is collected Track deadlines and proactively follow up to keep teams aligned Cross-Functional Coordination Communicate with internal teams (Marketing, Sales, Operations) to gather needed inputs and materials Ensure alignment on deliverables such as assets, product, and staffing Escalate risks or missing information to the Event Manager or Director as needed On-Site Execution Setup and teardown Staff coordination Troubleshooting logistical issues Ensure execution details are handled smoothly and efficiently Post-Event Support Assist in gathering event data, receipts, and documentation Support post-event recaps and reporting Help track inventory returns and reconcile materials Qualifications 1–3 years of experience in event coordination, operations, or administrative support Strong organizational and time management skills with high attention to detail Ability to manage multiple tasks and deadlines in a fast-paced environment Strong communication and follow‑up skills Willingness to be hands‑on and support on‑site event execution Proficiency in basic project management and collaboration tools (e.g., Excel, project trackers, shared docs) Success Metrics Timely and accurate execution of logistics and deliverables Strong organization and tracking across all assigned events Minimal missed details or last‑minute issues Positive feedback from Event Manager and Director Effective support of SOP adherence and process consistency What This Role Is NOT Not responsible for owning overall event strategy Not the primary decision‑maker on event direction or scope Not solely administrative—this role is hands‑on and critical to execution success #J-18808-Ljbffr