Events Coordinator

Charlotte Tilbury•New York, NY

1d•$70,000 - $75,000•Hybrid

About The Position

The Coordinator of Events is a highly organized, detail-driven partner to the North America (USA & CA) Events team. While this role reports directly to the Director, they will work closely with the entire Events team, supporting the day-to-day logistics behind retailer activations, budgets, collateral, and creative deliverables. This is an ideal opportunity for someone early in their events career who wants to learn the ins and outs of everything that happens behind the scenes for a beauty brand's in-store events to go off without a hitch, with a particular focus on Sephora and Ulta.

Requirements

1-3 years of experience in events, marketing, or retail, preferably within beauty or luxury; relevant internship experience will be considered
Exposure to or previous work experience in Sephora and Ulta preferred
Strong Microsoft Suite proficiency (Outlook, Excel & PowerPoint). Knowledge of Asana, Concur, NetSuite, Eventbrite, or Cvent a plus
Exceptional organizational skills and attention to detail, with the ability to manage multiple deadlines simultaneously in a fast-paced environment
Strong written and verbal communication skills, with comfort partnering across cross-functional stakeholders at all levels
Willingness to travel as needed to support events across North America
Ability to work some weekends and evenings to ensure successful event execution
Ability to assist with on-site event setup and breakdown, including lifting and moving event materials as needed

Nice To Haves

Passionate about in-person events that are engaging, educational, and entertaining through the moment of purchase
Exceptionally organized, with a natural instinct for tracking details, deadlines, and deliverables across multiple workstreams at once
Eager to learn the full event lifecycle, from ideation and creative development through execution and post-event analysis
A proactive communicator who follows up, closes loops, and flags risks before they become issues
At ease with numbers and process; eager to build your skillset in managing timelines, budget trackers, and spreadsheets. Excel proficiency is a must!
Curious about the beauty and retail landscape, always noting what competitors and other brands are doing and why it works
Calm under pressure and energized by event days
A true team player with a no-task-too-small mentality and a hands-on approach

Responsibilities

Support the Director in the planning and execution of large-scale events in Sephora & Ulta, including but not limited to the Sephora Store Managers Conference (SMC), Sephora Canada Store Directors Conference (SDC), Ulta Field Leadership Conference (FLC), Ulta Beauty World (UBW)
Build and maintain run of shows and logistics timelines for large-scale moments; track deliverables against deadlines
Support retailer request form submissions, date tracking, and deadline management for assigned events
Coordinate on-site logistics including shipping and freight to venue, load-in and load-out schedules, space set-up, staffing schedules, credentials, and day-of troubleshooting
Partner with the Assistant Manager, Sales & Commercial on merch and samples ordering for large-scale events
Process and manage all event purchase orders (POs) end to end across all accounts, from submission through vendor payment, ensuring accuracy and on-time processing
Assist in maintaining the event budget tracker in real time, logging POs, invoices, and actuals ahead of monthly reconciliation with Finance
Own new vendor set-up and compliance documentation (vendor forms, W-9s, etc) for the Events team, partnering with Finance as needed
Track invoice status and proactively chase outstanding payments to keep vendor relationships in good standing
Source and vet new vendors to keep event activations fresh, relevant, and engaging, including partners who can produce desirable, on-brand giftable items; gather quotes, compare options, and maintain RFP documentation
Support the Events team in the execution of key internal events, including the National Sales Conference and Summer Soiree
Partner closely with the Events Manager on venue, hotel, and vendor sourcing, gathering options, comparing proposals, and managing contracting documentation
Serve as an active member of the internal event experience taskforce, contributing to content flow, attendee journey, and room design
Own attendee logistics including registration, rooming lists, dietary and accessibility needs, transportation, and welcome materials
Play an integral role in on-site execution, including set-up, breakdown, run of show management, and real-time problem solving
Support the Director in the end-to-end management of the North America merch (non-beauty item) program, including global forecasting as well as regional merch creation from ideation through warehouse delivery.
Support the Director in the development and production of In-Store Event Kits, from ideation through delivery. Closely partners with the Creative team to submit complete briefs as well as bringing fresh & new ideas to ensure our events stand out in stores while minimizing the Field team lift
Build and maintain event kit distribution lists
Submit product orders for event needs across all accounts and maintain Event Closet organization
Support the Director in the creative brief process for Sephora and Ulta Field assets, including flyers, IG posts, and other event collateral. Includes drafting briefs and writing copy through Asana submission process
Keep a pulse on industry trends and competitor activity, collating best-in-class examples to inform kit contents, event concepts, and creative direction
Maintain final asset libraries, OneDrive folders, naming conventions, and version control across all event assets, decks, and documents