Senior Coordinator, Brand Experience

Heaven Hill Brands•Louisville, KY

3d•Onsite

About The Position

The Senior Coordinator, Brand Experience supports the planning, coordination, and execution of consumer brand experiences across Heaven Hill's portfolio. This role manages the logistics, timelines, budgets, and documentation that enable premium experiences to be delivered on time and on brand. The Senior Coordinator works closely with the Senior Manager, Brand Experience, external agencies, production partners, and cross-functional teams, and serves as an operational resource for experiential marketing programs. The position is office-based in Louisville, Kentucky, with national travel required to support event execution and program oversight. Travel is expected to be 40%–50%.

Requirements

Bachelor's degree in Hospitality, Marketing, Communications, Tourism, Event Management, Business, or a related field.
At least 1 year of experience in experiential marketing, event coordination, brand marketing, or a related discipline in a corporate or agency environment.
Ability to manage multiple projects simultaneously with strong attention to detail and follow-through.
Experience coordinating with external vendors, agencies, or production partners.
Proficiency in project management tools, budget tracking, and Microsoft Office or Google Workspace.
Comfort adopting new tools and technologies, including AI, to improve efficiency and program quality.
Ability to travel nationally for event execution and program oversight; expected travel is 40%–50%.
Valid driver's license.
Ability to occasionally stand, walk, handle or feel objects, use a computer, and reach with hands and arms.
Ability to occasionally lift up to 25 pounds.

Nice To Haves

Experience in spirits, beverage alcohol, luxury, lifestyle, hospitality, or other premium consumer categories.

Responsibilities

Support the Senior Manager in coordinating experiential programs from pre-event planning through on-site execution and post-event wrap-up.
Develop and maintain project timelines, checklists, run-of-show documents, and status trackers for assigned programs.
Coordinate shipping, staffing, permitting, vendor scheduling, product orders, and on-site setup and breakdown.
Serve as a primary on-site event coordinator, ensuring smooth execution and proactively resolving day-of issues.
Support the development of program briefs, recaps, and presentations.
Maintain real-time budget trackers, log and reconcile expenses, process vendor invoices, purchase orders, and expense reports, and flag budget variances or risks.
Support budget summaries and financial reporting for internal stakeholders.
Coordinate day-to-day logistics with experiential agencies, production partners, staffing companies, and other vendors.
Obtain quotes, coordinate certificates of insurance, execute venue contracts, and manage vendor payments under the Senior Manager's direction.
Track agency and vendor deliverables and deadlines; prepare materials and maintain meeting notes and action logs for briefings, reviews, and recaps.
Maintain and organize the shared asset library, tracking inventory, condition, and location of reusable elements such as bars, furniture, signage, glassware, and lighting.
Maintain an accessible library of event recaps, photography, performance data, and program learnings.
Support the development of activation playbooks, planning tools, and best practices.
Maintain vendor and agency contact databases and preferred partner documentation.
Coordinate program logistics and information needs with Brand Marketing, PR, Advocacy, and Sales teams.
Support event content capture by planning photo and video needs with PR and creative partners.
Prepare and distribute event briefs, updates, and recaps to internal stakeholders.
Assist with scheduling and facilitating internal planning meetings and cross-functional check-ins.