What are the responsibilities and job description for the Senior Event Coordinator position at Impact XM?
Impact XM is a global leader in experiential marketing. From immersive exhibits and live events to digital activations and brand environments, our work helps the world’s top companies engage audiences in meaningful ways.
We’re a team of passionate creators, producers, and problem-solvers who bring strategy and storytelling to life through extraordinary experiences.
The Opportunity
The Senior Event Coordinator supports the planning, coordination, and execution of live events and experiential activations across physical, digital, and virtual environments. Working across both the Meetings & Event Services (MES) and Experiential Production (EXP) teams, this role bridges logistics, production, and creative execution — helping ensure every program runs seamlessly from concept through completion.
We’re looking for a proactive, detail-oriented professional who thrives in a collaborative environment and takes pride in bringing complex projects to life. The ideal candidate is organized, adaptable, and passionate about creating memorable experiences for clients and attendees alike.
What You’ll Do
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.
We’re a team of passionate creators, producers, and problem-solvers who bring strategy and storytelling to life through extraordinary experiences.
The Opportunity
The Senior Event Coordinator supports the planning, coordination, and execution of live events and experiential activations across physical, digital, and virtual environments. Working across both the Meetings & Event Services (MES) and Experiential Production (EXP) teams, this role bridges logistics, production, and creative execution — helping ensure every program runs seamlessly from concept through completion.
We’re looking for a proactive, detail-oriented professional who thrives in a collaborative environment and takes pride in bringing complex projects to life. The ideal candidate is organized, adaptable, and passionate about creating memorable experiences for clients and attendees alike.
What You’ll Do
- Provide day-to-day coordination support to Producers and Event Managers for live, digital, and virtual events.
- Maintain project trackers, timelines, and deliverables across MES and EXP programs.
- Assist with pre-production, production, and post-production tasks — including documentation, vendor communication, and asset tracking.
- Partner with Event Managers on venue logistics, travel, registration, and on-site operations.
- Track and manage tasks, budgets, and deliverables within internal project management systems.
- Support PO creation, invoice processing, and vendor payment reconciliation.
- Keep production documentation, schedules, and estimates organized and up to date.
- Coordinate communication across internal departments (Creative, Production, Finance, Operations, Digital Solutions).
- Prepare and distribute meeting agendas, notes, and action items.
- Support on-site event execution — including setup, rehearsals, and vendor coordination (up to 30% travel).
- Contribute ideas for improving processes and driving efficiency across teams.
- Bachelor’s degree (B.A. or B.S.) or equivalent professional experience.
- 2–4 years of experience in event, experiential, or production coordination within an agency or corporate environment.
- Familiarity with event logistics and production processes across live and virtual platforms.
- Strong understanding of project timelines, budgets, and deliverable tracking.
- Proficiency with Microsoft Office and project management tools (e.g., Monday, Smartsheet, Asana).
- Experience with budgeting systems, PO creation, and invoice processing.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and thrive in a fast-paced, collaborative setting.
- Exceptionally organized and detail-oriented.
- Strong interpersonal skills with a team-first mindset.
- Calm and resourceful under pressure.
- Proactive problem-solver with a focus on follow-through.
- Driven, ambitious, and motivated by collaboration and results.
- Typical office environment with moderate noise levels.
- Domestic and occasional international travel required (approximately 30%).
- Weekend or extended hours may be required during event delivery periods.
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.