Experiential Coordinator - London

NVE is a brand experience and production agency dedicated to building ideas rooted in culture and guided by the principle that ‘The Right Moment Will Transform Someone Forever.’ NVE’s team of creatives, strategists and producers develop insight-driven ideas rooted in culture to convert consumer attention into commitment, action, and brand loyalty.
Summary of Position:
NVE Experience Agency is seeking a highly skilled and dedicated Experiential Coordinator to join our production team. In this role, you will play a vital role in maintaining client objectives throughout the event development process and execution. Additionally, you will handle task management and administrative duties for your team. We are looking for a professional, proactive, and organized individual who can work both independently and collaboratively. With exceptional organizational and communication skills, you excel in scheduling and take ownership of tasks, holding yourself accountable until completion. As a dynamic personality with strong team-building skills, you are eager to make a significant impact in our fast-paced, and diverse agency environment.
Job Responsibilities:
Project Delivery
Update status reports and schedules and maintain lists of action items to ensure smooth and timely delivery of programs and associated deliverables
Assist in the creation of event decks and recaps
Manage documentation of meeting notes from internal and external meetings and pull together action items for stakeholders to act upon
Coordinate communications between team members
Organize brainstorms and debriefs – including but not limited to scheduling, tracking attendees and meeting set-up
Collaborate with cross functional teams and agency partners in managing effective communications between project team members
Manage specific elements of a project including but not limited to
Freelancer onboarding, invoice handling, PO raising and ensuring payments are tracked and paid on time
Vendor communications, negotiations and ensuring payments are being made on time
Assisting with compiling burn reports
Event Support
Support booking and tracking travel including coordinating costs and reservations
Manage tracking of project expenses
Support vendor outreach and communications including collecting certificates of insurance and management of vendor onboarding
Support with venue research and contracting
Support project coordination and logistics including vendor organization and outreach
Account Management Support
Organize documents in shared folders and drives
Support in management of day-2-day office operations: Meeting room bookings, ensuring timesheets and expense reports are submitted on-time, arranging internal team/workforce sessions, and note taking. Organization/management of team & client activities (workshops/corporate hospitality/etc)
Manage deck updates including editing copy, proofreading documents, and ensuring quality
Assist in the creation of case studies and supporting materials for new business pitches.
Qualifications:
Minimum 2 years of event industry experience, in a client services or event planning role
Expertise in Google Suite
Degree in event management or related field (Beneficial but not essential)
Onsite experience in event management/production
Organized, proactive problem solving, and attention to detail skills
Proven ability to manage multiple projects independently, adhering to timelines
Ability to work as part of a team that includes Operations, Design, Creative
Excellent written and communication skills
Previous client-facing role within an agency
Requirements:
Must be able to remain in a stationary position 50% or more of the time while working remotely and in a standing position 50% or more of the time while working offsite
Regularly required to work from the London office (on average 2-3 days per week)
Must be able to work outdoors in various weather conditions
Regularly required to stoop, kneel, bend, crouch and lift up to 25 pounds and occasionally heavier items
Ability to work autonomously and escalate as required
Available to work weekends and evenings as needed for events
Location:
We are a hybrid company with hub locations in Los Angeles, New York City and London. The candidate for this role must be London based. This position is regularly required to work from the London office (on average 2-3 days per week).
Diversity, Equity, Inclusion and Belonging:
At NVE, we are led by curiosity and fueled by humanity. Authentic connection is at the heart of our work and we embrace the opportunity and responsibility we have as an organization to provide the tools and resources needed to deliver the best and most equitable experiences possible for our employees and the clients we serve.
Perks & Benefits:
Health & Wellness Benefits
Annual Leave
Leadership offsites
Paid Parental Leave
Flexible WFH policy
Salary Estimation:
NVE intends to provide a competitive total compensation package which includes a variety of incentives, benefits, growth and developmental opportunities. There are many factors to the presented salary range, including but not limited to - location, departmental budgets, certifications, and overall job-related qualifications.