Event Coordinator

Join our team as an Event Coordinator and embark on a rewarding professional journey! Based in Soho, NYC, this role offers a hybrid work model, allowing for flexibility and creativity in your approach. Additionally, traveling to various cities across the country will enrich your experience and expand your influence across the region. 

In New York and Montreal, our team of passionate experts specializes in events, strategic planning, public relations, trade marketing, content creation, influencer marketing, media and digital campaigns, professional training, and shopper marketing activations. 

Join us and become part of a passionate and driven team where you can grow your talent and make a real difference! 

ABOUT HOPSCOTCH 

HOPSCOTCH is an international communications group founded in France, driven by an entrepreneurial vision and the complementary strengths of its talent and expertise. 

HOPSCOTCH combines a unique range of disciplines with the belief that the true value of a company or organization lies in the strength of its relational capital. 

With over 1,200 employees, half of whom are based internationally (40 offices across 5 continents), HOPSCOTCH delivers the full spectrum of communication services: influence, events, public relations, brand activations, digital, internal communications, public affairs, and marketing services. 

Operating in the U.S. and Canadian markets since 1961, HOPSCOTCH supports local and international brands in creating and deploying integrated campaigns that resonate with the cultural realities of the various American markets. 

WHAT WE OFFER 

• 401k contribution no matter what you elect to contribute yourself: 5% of your gross annual salary. There is no vesting period, but a 6-month employment eligibility period before it kicks in.  
• Healthcare covered at 95% with United Healthcare Oxford. This includes vision and dental.  
• PTO: 15 days, national holidays, 3 personal and 5 sick days. 
• In addition to the 8 legal holidays in the USA, Hopscotch USA offers its employees 7 additional paid days during which the agency is closed, including a full week between Christmas and New Year's Day. 
• Summer hours: Summer hours (half days on Fridays) are in effect starting from July 1st, and ending the Friday before Labor Day, the first Monday of September. 
• Hybrid working model (we currently have 3 mandatory in-office days, including 2 fixed on Wednesday and Thursday and one at your own choice. 
• The agency offers a Work from Anywhere Week to the whole agency each year, either the week before the Christmas closure or the first week after the New Year when the office reopens.   
• Bonus eligibility if the agency meets its expectations. 
• Salary: $55K/y - $60K/y (depending on experience.) 

CORE RESPONSIBILITIES  

Event Production Support   

• Assist in the end-to-end planning and execution of client and internal events 
• Coordinate logistics, including venue booking, catering, AV setup, transportation, permits, and materials. 
• Maintain and update event timelines, budgets, floorplans, and run of show development to ensure smooth operations. 
• Liaise with suppliers and vendors to confirm availability, negotiate pricing, and monitor delivery timelines. 
• Prepare event materials such as signage, handouts, and swag/POS. 
• Packing event material, POS pre and post event. 
• Liaise with warehouse and shipping suppliers: warehouse logistics /delivery tracking 
• Travel around 30-40% of the time onsite to events across the US. 
• Support on-site event operations, including setup, troubleshooting, coordination, and teardown. 
• Assist with internal reporting, post-event analysis, and data entry (e.g., feedback surveys, attendance metrics.)  
• Collaborate with cross-functional teams to ensure alignment. 
• Invoice process, budget tracking, and reconciliation. 
• Canva design for small event materials. 
• Supporting the brief of designers. 
• Updating progress deck (venue info, floor plan, etc.) 
• Product sourcing/product scanning and inventory list, purchase tracking. 
• Provide general administrative support to the Events team. 

Event Projects Lead  

Own the full cycle of a select number of events ensuring  

• Adherence to all agency processes and policies. 
• An organized and proactive approach. 
• Clear budget management. 
• Creative problem solving with proper escalation. 
• Professionalism and leadership when serving as main point of contact for vendors. 
• Ability to be client facing on small events projects. 
• Timely and detailed post-project reporting. 

General Events Support 

• Venue research, maintaining resources deck up to date. 
• External event calendar research and update. 
• Agency promotion update (uploading photos, videos etc.) 
• Supplier database/freelance searching and organizing resources and Support case studies. 

PROFILE 

Technical skills 

• 1-2 years of experience in the events industry. 
• Excellent face-to-face communication skills. 
• Strong passion for events. 
• Highly organized and efficient. Time management skills are key as multiple events will be worked on simultaneously. 
• A problem-solver with the ability to think strategically, anticipate problems before they happen, and efficiently solve them when faced with on-site issues. 
• Collaborative approach and willing to get hands dirty and work on all required events tasks. 
• Be decisive and organized. 
• Interested in being part of a newly created events division in a growing agency. 
• Good knowledge of the US market and ability to stay attuned to changes and trends in the communications industry. 
• Negotiation skills (vendors and clients). 
• Budget optimization capabilities. 
• Strong written communication skills. 
• Ability to build and nurture a professional network and maintain ongoing external relationships. 
• Knowledge of the food & beverage industry preferred. 
• Bilingual. English and French preferred.