Project Coordinator - Event Production

Project Coordinator - Event Production
Emota creates unforgettable brand experiences that captivate audiences and push creative boundaries. As an award-winning experiential agency, we bring visions to life through the full spectrum of Meetings, Events and Exhibitions, underpinned by industry-leading sustainability, DEI, Health and Safety, and groundbreaking production practices.
We're delighted to present an opportunity for a Project Coordinator to join our award-winning Live Event Production team and help us create moments that matter.
What you'll be doing...
As a Project Coordinator, you'll play a pivotal role in supporting the planning and delivery of innovative, high-impact experiential and live event projects.
Reporting to a Producer, you'll coordinate important project elements including timelines, budgets and stakeholder communication, helping ensure projects run smoothly across our teams, suppliers and clients.
This role offers a hybrid working opportunity aligned with our Philadelphia office.
Your main responsibilities include:
Project Coordination
Assist our team of Producers, Senior Producers and Executive Producers in planning, executing and closing out Event Production projects according to deadlines and budgets
Help coordinate internal and external meetings, including agendas, meeting notes and action items
Maintain accurate project documentation, timelines and status reports across your assigned projects using enterprise tools including Smartsheet
Partner with other Service Lines including Creative, Logistics and Environments
Budget Management
Assist in tracking project budgets, client purchase orders and invoicing using company tools
Support cost reconciliations and expense reporting following events
Client and Stakeholder Support
Provide communication support to the Project Lead and relevant delivery teams
Prepare presentations and documentation for internal and client-facing use
On-Site Support
Travel domestically and internationally, participating in on-site event setup, delivery and breakdown
Support the broader team on-site, acting as a point of contact for crew and suppliers
What you'll need to have...
A passion for live production and the events industry
1+ years of experience in a project coordination role within live or virtual event production
The ability to stay organized while supporting multiple projects with different timelines and priorities
Experience using project management tools and the Microsoft 365 suite
Willingness and ability to travel and support events on-site, including domestic and international travel
A solutions-focused mindset and the ability to problem-solve in a fast-paced environment
Just a few of our benefits...
Great compensation package
23 days' annual leave plus public holidays, company closure over Christmas and personal days
3 days volunteering leave
Private Medical Plan
Life Insurance
401(K) Plan
Hybrid working
Group Income Protection
A bit about us ….
Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences.
Part of Inizio Engage XD, we are an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioral science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content.
Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.