Event Coordinator

Gratsy LLC•Bentonville, AR

About The Position

The Event Coordinator is execution-focused and responsible for supporting the Events team through administrative coordination, data management, and workflow tracking across all active campaigns and activations. This role ensures that timelines, documentation, and communication remain organized, accurate, and on track. The Event Coordinator partners closely with Event Project Managers and Production Managers to support day-to-day operations by managing task tracking, data entry, scheduling, and checklist completion. Success in this role requires strong attention to detail, organization, follow-through, and the ability to stay proactive in a fast-paced, deadline-driven environment. Responsibilities include and are not limited to the below:

Requirements

High school diploma or equivalent required
2+ years of experience in administrative, coordination, or event support roles
Strong organizational and time management skills
High attention to detail and accuracy
Ability to manage multiple tasks and deadlines simultaneously
Clear written and verbal communication skills
Proficiency in Microsoft Office (Excel, Word, PowerPoint)
Proactive, dependable, and eager to learn
Ability to remain calm and focused in fast-paced environments
Comfort working in fast paced and event‐driven, deadline‑oriented environments.
A valid driver's license and the ability to be covered under the Gratsy's insurance policy are required.

Nice To Haves

Bachelor's degree in event management, marketing, communications, or related field preferred
Internship or exposure to events, marketing, or agency environments is a plus
Familiarity with project management tools (e.g., Asana) preferred

Responsibilities

Maintain and update event project plans, timelines, and task assignments in Asana or designated project management tools
Track all assigned tasks across events and proactively follow up with team members to ensure completion
Support Event PMs in maintaining accurate run-of-show documents, timelines, and readiness trackers
Identify overdue tasks or risks and escalate to Event PMs or leadership as needed
Input and maintain event details, vendor information, budgets, and timelines in internal systems
Organize and store documents including contracts, permits, staffing lists, and event materials in SharePoint or designated systems
Ensure all files are properly named, version-controlled, and easy for teams to access
Support post-event documentation collection (photos, reports, receipts, timesheets)
Schedule internal and external meetings for Event PMs and Production Managers
Prepare agendas, capture notes, and distribute meeting recaps with clear action items
Track follow-ups from meetings and ensure accountability for completion
Serve as a communication hub to help ensure information is shared clearly across teams
Support the management and tracking of event readiness checklists across all events
Work with Event PMs and Production Managers to confirm completion of permits and approvals, staffing confirmations, vendor deliverables, shipping and logistics readiness
Flag incomplete items or risks ahead of event execution
Coordinate with internal teams to gather required information for events
Assist in routing requests, updates, and approvals between departments
Support communication between vendors, staffing partners, and internal teams as directed
Assist in tracking event expenses, invoices, and receipts ensuring accurate and on time submissions to Gratsy's accounting team
Ensure documentation is submitted and organized for finance review
Support reconciliation efforts post-event
Represent Gratsy's brand and values with clients, vendors, and partners
Core Values: Exhibit exemplary alignment with our core values, mission, and vision here at Gratsy
Comply with all company policies and procedures and perform other duties as assigned