Event Project Coordinator
About The Position
Quilt is home to more than 20 vertical SaaS brands serving retailers, markets, and specialty merchants across the country. In 2026, we’re coordinating 20+ events across 9 of our brands—from major tradeshows like NAMM, JCK, and H+H Americas to specialized industry gatherings. We’re looking for an Event Project Manager to bring structure, clarity, and consistency to everything it takes to execute flawless events. This is an execution-focused project management role responsible for day-to-day coordination, planning, and follow-through across Quilt’s event portfolio. The role is hybrid and based in Provo, UT (2 days in-office, 3 days remote). You’ll be part of the Creative/Events organization, working as a collaborative partner alongside our Events Coordinator and Creative team. Together, you’ll share ownership of event execution across Quilt’s portfolio with clearly defined ownership and shared accountability for timelines, deliverables, and cross-functional alignment. As the Event Project Manager, you will play a key role in keeping Quilt’s event programs running smoothly across all participating brands—from Like Sew and Jewel360 to BottlePOS, DiveShop360, ThriftCart, and more. You will manage timelines, project boards, and cross-functional coordination while ensuring teams are aligned well ahead of deadlines. A core mandate of this role is proactively coordinating creative and operational needs early eliminating last-minute creative requests and preventing downstream bottlenecks across Events, Creative, and Operations. Your mission: Keep every moving part moving — and make sure nothing falls through the cracks. Success in this role means: Smooth event execution, clear timelines, well-briefed creative work, and proactive communication that prevents last-minute scrambles. This role is ideal for someone who loves structure, thrives in a fast-paced environment, and enjoys bringing order to complex, cross-team workflows.
Requirements
- 1–3 years of experience in project coordination, event operations, or a similar role
- Strong interpersonal and written communication skills
- Experience using project management tools (Monday.com, Asana, ClickUp, HubSpot PM, or similar)
- Ability to create realistic timelines and manage task dependencies
- Highly organized with strong prioritization skills and attention to detail
- Comfortable managing logistics, vendors, quotes, invoices, and asset tracking
- Ability to work hybrid from our Provo, Utah office (2 days in-office, 3 days remote)
Nice To Haves
- Experience supporting tradeshows or events in a multi-brand or high-volume environment
- Familiarity with creative workflows, shipping coordination, or print production
- Experience working in a SaaS or retail-tech ecosystem
- Knowledge of retail, craft, or specialty merchant industries
Responsibilities
- Support the creation of project plans for all 20+ attended tradeshows
- Maintain timelines, milestones, and task dependencies across multiple concurrent events
- Update and organize Monday.com boards for each event
- Monitor progress, flag risks early, and share regular updates with the events Coordinator
- Ensure all teams are aligned on deliverables, deadlines, and ownership
- Coordinate with the Creative team 2+ weeks in advance for all event-related design needs
- Own creative briefs, ensuring all requests are properly scoped, approved, and scheduled before work begins
- Act as the bridge between Events and Creative to prevent last-minute requests and workflow bottlenecks
- Track creative deliverables and ensure timelines align with production, printing, and shipping needs
- Serve as the connective tissue between Events, Creative, Sales, Customer Success, Marketing Ops, and Finance
- Work with vertical leaders across 9 participating Quilt brands to gather event requirements and inputs
- Coordinate with Sales teams and Operations on booth staffing, lead capture processes, and on-site workflows
- Partner with Customer Marketing to support client meetings and relationship-building at events
- Assist with post-event debriefs by capturing notes, summarizing outcomes, and organizing follow-up tasks
- Assist with ordering print collateral, signage, brochures, and booth materials
- Track booth assets and maintain accurate inventory records
- Request and organize vendor quotes for booth shipping, printed materials, and event services
- Coordinate logistics timelines with vendors and internal stakeholders
- Support preparation of supplies, swag, and materials for upcoming events
- Support event budget tracking by logging expenses and maintaining organized documentation
- Assist with invoice processing, vendor payments, and reconciliation tasks
- Prepare budget summaries and spend reports for internal review
- Support operational planning beyond logistics, including hurdle documentation and coordination with Finance
- Identify and recommend cost-saving opportunities and process efficiencies
- Document, maintain, and improve SOPs for repeatable event workflows
- Build templates and checklists for different event types (tradeshows, conferences, regional events)
- Identify opportunities to improve event planning processes and cross-team handoffs as programs scale
Benefits
- Comprehensive medical, dental, and vision benefits
- Paid professional development opportunities
- Paid time off and 401(k) program
- Flexible hybrid work arrangement (2 days in-office, 3 days remote)
- Opportunity to help scale event operations across a growing portfolio of brands
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
251-500 employees
