Project Coordinator (Trade Shows & Events)

Impact XM is a global leader in experiential marketing, that brings brands to life through unforgettable live and virtual experiences. Impact XM is seeking a Project Coordinator (Trade Shows & Events) to join our Chicagoland team. This role supports our Project Management group in servicing and managing all aspects of project fulfillment for experiential, live, and digital programs. We are looking for a highly organized, collaborative, and detail-oriented coordinator who thrives in a fast-paced, client-driven environment.

Key Responsibilities

• Adhere to all Impact XM processes and policies accurately and efficiently
• Develop understanding and effectively work within required Impact XM project systems
• Utilize Impact XM’s online asset management and event management tools
• Support Project Managers by accurately and efficiently completing assigned tasks
• Communicate effectively with internal departments, strategic partners, and vendors
• Maintain well-organized project files and documentation
• Manage and execute client and vendor communications across a variety of projects
• Liaise with internal and external stakeholders to ensure timely delivery
• Apply best practices in project management, time allocation, resource management, and client communication
• Support development of project estimates and workback schedules
• Prepare to answer questions regarding project status and deliverables
• Manage multiple projects simultaneously while maintaining schedules, budgets, and quality
• Research specialty materials and services in conjunction with Finance
• Read, redline, and support fabrication drawing development as needed
• Assist in training incoming team members and developing transition materials
• Resolve issues within working teams as needed
• Maintain awareness of client properties relevant to assigned projects
• Travel domestically and internationally for fulfillment as required
• Complete work as assigned

Qualifications

• Bachelor’s Degree (B.A. or B.S.) from a four-year college or university, and 2 years of experience as a Project Coordinator or in a similar project-based execution role; or an equivalent combination of education and experience
• Experience in event marketing, experiential, or creative solutions-based agency environments preferred
• Ability to read, analyze, and interpret business, technical, and regulatory documentation
• Strong written communication skills, including proposals, reports, and business correspondence
• Comfortable presenting information to internal teams, clients, and stakeholders
• Strong mathematical competency including fractions, percentages, ratios and proportions
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Ability to interpret technical instructions in diagram form and work with both abstract and concrete variables
• Customer-centric approach with strong interpersonal and relationship-building skills
• Strong organization, detail orientation, multi-tasking capability, and follow-through
• Independent, proactive, and entrepreneurial mindset
• Comfortable working under tight deadlines in a fast-paced environment
• Ability to read construction drawings and setup prints and translate design to execution
• Ability to collaborate effectively within cross-functional teams and client groups

About Impact XM

Impact XM is a global event and experiential marketing agency that empowers brands to power business. From events, exhibits and environments to digital engagements and consumer activations, we create experiences that connect brands and consumers in a meaningful way. This ensures we live up to our name by making a positive impact on people’s lives and our clients’ business.

OUR BRAND – What We Believe

 Passion

is Paramount – We love what we do, take pride in doing it and celebrate what we accomplish.

 ABC

Always Be CURIOUS – We explore the possibilities, discover innovative solutions, and learn from experience.

 We>Me

Collaboration and transparent communication creates our best work.

 Trust

is Earned – We are defined by our actions and held accountable to our co-workers, clients, and outcomes.

 Respect

is Given – We understand, acknowledge, and appreciate the perspective and actions of others.

Safety Message

We want to ensure your safety and protect you from potential scams. Recently, there have been fraudulent job postings circulating online that impersonate Impact XM. These scams aim to deceive unsuspecting applicants by offering nonexistent positions and requesting personal information or upfront fees. 

Remember that our company does not endorse any job postings outside our official job channels. All of our open jobs can be found and applied to on our official careers site. If one of our team members is reaching out to you regarding a role it would come from an email alias ending in @impact-xm.com. If you encounter a suspicious offer, report it through the job platform on which you found it or report email as spam.