Event Coordinator

Job Description

Job Description

This role supports the planning and execution of event activations from proposal through post-event wrap-up. Reporting into the Account Executive with events specialty, this position partners closely with Creative, Sales, Vendors, and internal teams to keep programs moving smoothly and on track. The ideal candidate is organized, proactive, and excited to grow within fast-paced, hands-on event production. This role requires strong ownership, attention to detail, and a willingness to jump in wherever needed to ensure successful execution.

Translation: you like lists, timelines, and making chaos look calm.

A little about us...

CI-Group is a premier custom merchandise organization backed by something most distributors can only dream of: our own in-house warehousing, custom kitting, printing and global fulfillment infrastructure. We don't just sell branded hard goods and custom apparel; we build complete physical brand experiences. Having complete operational control over the entire process-from product design to custom kit assembly-gives us a massive competitive advantage in quality, speed, and reliability.

Key Responsibilities

• Pre-Sale & Planning Support
• Support sales and creative teams during proposal and planning phases by helping develop timelines, logistics plans, and production needs.
• Assist in evaluating concept feasibility, vendor options, staffing needs, and estimated costs.
• Help build and update budgets, flagging potential risks or gaps for review.
• Join client and agency calls to support pre-sale logistics discussions and capture next steps.
• Production & Logistics Coordination
• Own assigned workstreams across multiple programs, managing timelines and day-to-day coordination.
• Support vendor communication, inventory tracking, shipping coordination, and on-site staffing logistics.
• Assist with domestic and international shipping coordination, paperwork, and delivery tracking.
• Partner with CI-Group's warehousing, fulfillment, and printing teams to ensure production stays on schedule.
• Help oversee production of gifting elements, signage, and event materials to ensure quality and accuracy.
• Maintain documentation within CI-Group's project and order management systems.
• Create and update run-of-show documents, setup guides, and pre-event checklists.
• On-Site Execution
• Travel to events to support installation, setup, and breakdown of experiential gifting activations.
• Assist with on-site staff coordination and vendor management.
• Support real-time troubleshooting and logistics on event days.
• Conduct inventory counts upon arrival and departure to ensure accurate tracking.
• Help maintain a polished, organized, and brand-consistent event environment.
• Post-Event Wrap-Up
• Support post-event logistics including return shipping, inventory reconciliation, and documentation.
• Assist with budget reconciliation and final cost tracking.
• Help collect imagery, feedback, and notes for internal recaps and future case studies.
• Flag learnings and process improvements to help strengthen future programs.

• Qualifications
• Bachelor's degree in marketing, communications, event management, or a related field preferred.
• 2-3 years of experience in event production, experiential marketing, logistics, or project coordination.
• Highly organized with strong attention to detail.
• Demonstrates a strong sense of urgency and responsiveness in a deadline-driven environment.
• Clear, professional communicator who's comfortable working across teams.
• Able to juggle multiple projects without things falling through the cracks.
• Proficiency in Google Suite; familiarity with project management tools is a plus.
• Willingness to travel for on-site event execution domestically and internationally (up to ~50%).
• Will require occasional on-site presence at our Lebanon, NJ office.

Benefits:

In exchange, we offer…

• A steady, fast-paced work environment with a close-knit, collaborative culture.
• Competitive salary commensurate with experience ($55k-65K)
• Comprehensive benefits package including Health Insurance and a 401K plan.
• Paid holidays, vacation, and personal time (available after 120 days).
• All the free caffeine that you want!