Experiential Event Coordinator

About Nulink Events

Nulink Events is a boutique agency specializing in experiential marketing and event production, crafting immersive brand experiences for leading North American companies. Their expertise spans large-scale pop-ups, product launches, media occasions, retail activations, corporate events, and luxury gatherings. The team focuses on thoughtful strategy, elevated design, and flawless event execution to bring brands to life.

Role Overview

We are seeking a diligent, proactive, and imaginative Experiential Event Coordinator with 2 to 3 years of experience in experiential marketing or event production. This position is perfect for someone eager to thrive in a fast-paced environment and develop their career in event production.

Key Responsibilities

• Assist the Lead Producer in orchestrating multiple experiential marketing campaigns and live events concurrently.
• Maintain and update detailed project timelines, workback schedules, and production trackers.
• Keep track of deadlines, approvals, and key project milestones to ensure punctual delivery.
• Follow up with internal colleagues, vendors, and clients to assure projects proceed as scheduled.
• Prepare meeting agendas, record comprehensive notes, and distribute assigned action items promptly.
• Organize and maintain all project documentation meticulously.
• Support the creative process by helping to develop presentation decks, mood boards, and creative concepts.
• Source décor, furniture, props, rentals, venues, and other experiential components.
• Participate in idea generation and conceptual development to enhance event creativity.
• Ensure all visual materials comply with client brand standards and uphold the company’s quality benchmarks.
• Handle vendor sourcing to obtain competitive pricing and coordinate communications and production schedules.
• Manage contracts, purchase orders, invoices, deliveries, shipping, pickups, and inventory associated with event production.
• Assist with venue research and logistical planning for production.
• Support event installation, on-site management, execution, and teardown activities.
• Troubleshoot production challenges alongside the Lead Producer during events.
• Ensure event materials including signage, rentals, and supplies are ready and organized for flawless execution.

Qualifications and Experience

• Two to three years of professional experience in experiential marketing, event production, brand activations, or live events.
• Hands-on involvement with consumer branded events, pop-ups, corporate events, or experiential campaigns.
• Exceptional organization skills and meticulous attention to detail.
• Strong project and time management abilities, capable of handling multiple tasks concurrently.
• Excellent oral and written communication skills.
• A proactive and resourceful approach with a solutions-oriented mindset.
• Ability to work independently while collaborating effectively with a team.
• Proficiency in Google Workspace tools and project management software.
• Valid Ontario G Driver's Licence and access to a reliable personal vehicle.
• Comfort with traveling throughout the Greater Toronto Area for meetings, installations, pickups, and event activities.
• Availability for occasional evening and weekend work and willingness to travel nationally for some events.

Additional Preferred Skills

• Experience in an experiential marketing agency or within brand events.
• Understanding of luxury, lifestyle, beauty, fashion, or consumer brand aesthetics.
• A keen eye for design, styling, and visual presentation.
• Experience creating compelling presentation materials and sourcing creative elements.
• Familiarity with event production processes including rentals, fabrication, printing, and logistics.
• Confidence in communicating with clients, vendors, and production partners.

Success Factors

• Ensuring project organization and schedule adherence for all productions.
• Meeting all deadlines consistently and maintaining effective vendor communications.
• Delivering creative presentations and sourcing in line with premium brand standards.
• Coordinating production details well before events to ensure smooth operations.
• Providing strong operational support to allow the Lead Producer to focus on client relationships, creativity, and leadership.

Why Join Us?

At Nulink Events, you will engage in exciting experiential projects for prominent global brands while learning within an experienced team. Every day presents new challenges and learning opportunities spanning all phases of event realization. This role offers a pathway for long-term growth toward a Producer position within a boutique agency setting.

Application Instructions

Candidates interested in this opportunity should submit a resume, portfolio, and a brief letter outlining their relevant experience and suitability for the position.