Sr. Coordinator, Events & Experiences

About Athena 

Athena is a marketing consultancy where great ideas are activated. With a blend of strategic thinking, creative vision, and hands-on execution, we partner with organizations looking to transform their presence, reputation, and performance. For over ten years, we’ve delivered business insights, marketing strategies, and brand activations for leading organizations in industries ranging from telecommunications to major league sports.  

Our people make Athena, Athena. They’re what help set us apart from traditional ad agencies and consultancies. As a 2024 Philadelphia Inquirer Top Workplace, we take pride in fostering a work environment where passion meets excellence. Our people are solutions-oriented individuals who eagerly roll up their sleeves to make work that works while sharing a couple of laughs along the way.   

About the Position 

Athena seeks an Events & Experiences Senior Coordinator who is passionate about problem-solving, managing change, and improving efficiency. We work in a spirited, fast-paced, and ever-changing environment, and we’re looking for someone who can hit the ground running and thrive in this setting. 

Requirements

What you'll be responsible for:

• Supporting the end-to-end planning and execution of live events, including brand activations, conferences, corporate events, and experiential programs. 
• Collaborating across various functions with internal and external stakeholders to guarantee clear and consistent communication among the client, event managers, and agency partners, emphasizing proactive resolution of issues. 
• Leveraging experience and skills to develop actionable plans for executing ideas.  
• Maintaining a project plan tracker and conducting regular team calls to ensure all stakeholders remain aligned and understand individual responsibilities, tasks, and deliverables  
• Assisting in translating client objectives into event formats, including stage design, program flow, and experiential touchpoints 
• Contributing to the coordination of event technical needs, including but not limited to ideation and collaborating with creative and technical crews to brainstorm possibilities
• Supporting vendor negotiations and budget management, ensuring transparency with clients on cost allocations, and keeping expenses within budget 
• Managing projects with multiple creative deliverables, such as event signage, digital assets, video content, printed collateral, and giveaways. 
• Coordinating with creative teams to establish and track timelines, ensuring all materials are produced and delivered on schedule. 
• Analyzing and adapting strategies in real-time as necessary to ensure an on-time and within-budget delivery  
• Providing on-the-ground coordination, managing setup, event flow, and strike, focusing on client needs and last-minute changes. Support may include travel.  
• Conducting high-level analysis of campaign metrics and compiling reports for clients  
• Facilitating post-event debriefs to capture client feedback, assess event success, and highlight areas for improvement, enhancing future engagement and client satisfaction 

The skills and experience you should have: 

• Strong leadership and organizational skills 
• Assertive, results-driven, and self-motivated 
• Proven ability to manage multiple tasks and projects 
• Ability to collaborate with diverse teams and stakeholders 
• Capable of working independently with minimal supervision 
• Expertise in event strategy and execution 
• Proficient in project management methods 
• Creative and analytical approach to event production 
• Eye for event design and visuals 
• Exceptional problem-solving and attention to detail 
• Experienced in budget management and financial reporting 
• Advanced proficiency in Excel and PowerPoint 
• Strong written and verbal communication skills 
• 3 – 5 years of experience in event production, with demonstrated experience in client management 
• Bachelor's degree from a four-year college or university 

It’s a plus if you have: 

• Experience using time tracking and expense management software 
• Proficient knowledge of Airtable 
• Experience developing event webpages via Splash That or CVENT 

Benefits

• Medical/Dental benefits including of 1K Health Reimbursement Account
• Matching 401K
• Generous PTO policy
• Substantial Parental Leave Policy

Curious about your career path at Athena? This role is at the Sr. Coordinator level within Athena’s career-path structure. This team has the following leve