Experiential Event Coordinator

BOVITZ INC•Santa Monica, CA

3d•$55,000 - $65,000•Remote

About The Position

Boombox, a division of Bovitz, Inc., is a consumer engagement agency that creates integrated solutions to connect brands with consumers. We help brands engage in authentic and meaningful ways across digital, social, and IRL landscapes. Our services include experiential, promotion, digital/social media, diversity and LGBTQ+ marketing, creative design, and strategy. We partner with a variety of the world’s most recognizable brands including Google, Austrian Airlines, Clinique, and Gilead Sciences, to name a few. We are based in New York and Los Angeles, with employees across the country. Position Summary The Account Coordinator supports the Account Manager in managing day-to-day client needs and ensuring seamless execution of experiential programs across community events and cultural programming (including nightlife, festivals, and sports events). This is a remote position, with frequent travel as needed for key meetings/events. This role focuses on keeping programs organized and moving, tracking deliverables, maintaining schedules, coordinating internal and field communications, and helping translate client priorities into clear, executable next steps. This position is ideal for someone who is highly organized, detail-oriented, client-ready, and excited to learn the operational realities of live-event execution in an agency environment.

Requirements

Bachelor’s degree or equivalent relevant experience.
1–3 years experience in account coordination, project coordination, event planning, experiential marketing, or agency support roles.
Proven ability to manage multiple projects simultaneously with strong attention to detail and deadlines.
Strong written and verbal communication skills; comfortable in client-facing environments.
Strong organizational skills with a proactive, solutions-oriented mindset.
Comfortable lifting and moving common event materials (typically 25–50 lbs)
Comfortable using common tools (Google Workspace, Excel/Sheets, Slides; Slack; Asana/Monday/Airtable a plus).
Must be willing to travel frequently and occasionally work weekends

Nice To Haves

Interest and/or experience supporting programs that reach diverse communities.
Experience supporting field teams and live event logistics (shipping, staffing schedules, event documentation).
Comfort with basic budgeting/invoicing support and administrative coordination.
Calm under pressure, responsive, and dependable.
Highly organized with strong follow-through and a “no detail left behind” approach.
Team-first attitude and willingness to jump in where needed.

Responsibilities

Client Support & Account Management Supports the Account Manager in maintaining strong client relationships through clear communication, responsiveness, and follow-through.
Participates in day-to-day client contact (notes, recaps, action items, next steps) and ensures client questions are addressed promptly.
Assists in preparing client-facing materials including status updates, program timelines, recap decks, and meeting agendas.
Helps ensure the highest quality is delivered in all aspects of client management and program execution.
Procure COIs for events as necessary
Program Coordination & Delivery Maintains workbacks, schedules, trackers, and action-item lists to ensure smooth and timely delivery of projects and associated deliverables.
Coordinates internal communications between teams (Creative, Production, Operations, Digital, Creative) to ensure deadlines are met and details are captured accurately.
Supports event planning logistics including event intake, requirements gathering, and documentation (event briefs, day-of guides, staffing plans).
Assists with field readiness coordination by confirming staffing details, key contacts, shipping timelines, and onsite requirements are documented and shared.
Field Team Coordination (Pre-Event Through Post-Event) Serves as a coordination hub between the Account Manager and field staff (Field Event Producers/Onsite Leads, Brand Ambassadors, freelancers).
Organizes and disseminates essential event information: schedules, run-of-show, call times, staffing assignments, escalation contacts, and develops event-specific Brand Ambassador training decks.
Supports post-event wrap by collecting field recaps, photos, incident notes, and shipping confirmations; ensures documentation is complete and organized.
Onsite Field Event Lead Responsibilities Driving Client Relationships Serves as the onsite primary point of contact for the client, event organizers, venue/festival operations, and boombox stakeholders.
Assumes accountability for day-of deliverables, ensuring the activation runs smoothly and client expectations are met or exceeded.
Provides clear, professional onsite communication and real-time updates to internal team members as needed.
Maintains a calm, solutions-first presence while resolving onsite issues (weather shifts, delays, footprint constraints, missing items, etc.).
Program Delivery Owns onsite execution from load-in through load-out, ensuring the footprint is set to plan and guest-ready.
Executes booth layout and branding standards (event booth installs, Production Assistants management, tenting, signage, tables, collateral, swag, tech/power needs, queue flow).
Supports the Brand Ambassador and client team in facilitating booth traffic and maintaining an inviting, organized guest experience.
Troubleshoots operational needs in real time (power, Wi-Fi, supply replenishment, signage hardware, crowd flow, compliance with event rules).
Coordinates with event staff, security, union labor (when applicable), and any onsite vendors to ensure requirements are met.
Captures basic onsite documentation (setup photos, shipping labels/tracking, incident notes) and completes post-event recap reporting.
Logistics Management (Breakdown + Shipping) Leads booth breakdown and repack process, ensuring materials are accounted for, protected, and ready for transport.
Coordinates return shipping to boombox storage, including labeling, documentation, and carrier pickup/drop.
Maintains basic inventory awareness: flags missing, damaged, or depleted items and notes replenishment needs.
Budget & Admin Support Assists in tracking program budgets and expenses (POs, invoices, receipts, vendor quotes) in partnership with Account Manager and finance/ops.
Supports administrative/legal processes as needed (e.g., basic support for LOAs/SOWs/MSAs routing, approvals tracking, documentation organization).
Helps reconcile program details for billing readiness (deliverables confirmed, staffing days/hours, vendor costs documented).