What are the responsibilities and job description for the Event Administration Coordinator position at PPG EVENT MANAGEMENT LLC?
About the Role
PPG Event Management is looking for a highly organized and communicative Event Administration Coordinator to support our growing Events team.
This role is ideal for someone who enjoys working behind the scenes to keep projects organized, communications moving, and important details from falling through the cracks.
The Event Administration Coordinator will support our Event Project Managers by taking ownership of recurring administrative and coordination responsibilities, including contractor and judge recruitment, staff communications, customer emails, data collection, event documentation, follow-ups, and other day-to-day support needs.
You'll also serve as one of PPG's connections to the gaming and organized-play community, helping us identify great judges and event staff, maintain positive relationships, and ensure the people supporting our events have the information they need.
This position may be structured as part-time or full-time depending on the experience, availability, and overall fit of the selected candidate.
What You'll Do
Support Event Project Managers with administrative and coordination tasks across multiple events.
Support Event Project Managers with administrative and coordination tasks across multiple events.
- Recruit and communicate with judges, contractors, tournament staff, and other event personnel.
- Conduct outreach within the TCG and organized-play communities to help identify qualified event staff.
- Send contractor confirmations, instructions, reminders, schedules, and follow-up communications.
- Collect and organize contractor information, forms, availability, and required documentation.
- Respond to routine player and customer emails regarding upcoming events.
- Maintain event trackers, staffing lists, contact information, forms, and other event records.
- Collect, enter, organize, and verify event-related data.
- Track outstanding information and follow up with individuals when submissions or responses are missing.
- Assist with surveys, feedback collection, and post-event administrative closeout.
- Help maintain a strong network of judges, contractors, and event staff for future events.
- Identify recurring questions, administrative gaps, or potential issues and communicate them to the appropriate Event Project Manager.
- Represent PPG Event Management professionally when interacting with players, judges, contractors, and members of the gaming community.
What We're Looking For
We're looking for someone who is organized, dependable, communicative, and comfortable taking ownership of the details.
The ideal candidate:
- Has strong written and verbal communication skills.
- Is highly organized and detail-oriented.
- Can manage multiple tasks, deadlines, and follow-ups at the same time.
- Doesn't need repeated reminders to follow a task through to completion.
- Is comfortable communicating with customers, contractors, and community members.
- Can work independently while understanding when something needs to be escalated.
- Is comfortable working with spreadsheets, forms, email, project-management tools, and other digital platforms.
- Can adapt quickly as event priorities and needs change.
- Maintains professionalism when representing PPG to the community.
Bonus Points
Experience or familiarity with any of the following is a plus:
Trading card games and organized play.- Pokémon, Magic: The Gathering, Yu-Gi-Oh!, Disney Lorcana, or other TCG communities.
- Judge, tournament organizer, or event staffing communities.
- Conventions, esports, tabletop gaming, or live events.
- Event administration or event coordination.
- Contractor or temporary staff coordination.
- Customer service or community management.
- Recruiting, staffing, or administrative support.
Existing relationships within the TCG, judge, or organized-play communities are especially valuable for this position.
Position Structure & Compensation
We are open to hiring this position as either part-time or full-time based on the selected candidate's experience, availability, and ability to take ownership of the role.
Part-Time
- $20/hour.
- Schedule: Monday, Wednesday, Friday from 10AM to 3PM.
- Flexible schedule based on event and team needs.
Full-Time
- $30,000-$50,000 annually, based on experience.
- Health, dental, and vision insurance.
- 401(k).
- Paid time off.
- Employee discounts.
- Schedule: Monday through Friday from 10AM to 6PM.
- Additional company benefits available to eligible full-time employees.
Some evening or weekend availability may occasionally be required based on event schedules, and opportunities for travel to PPG-operated events may be available or required depending on event needs.
About PPG Event Management
PPG Event Management specializes in producing large-scale trading card game tournaments, organized-play programs, convention activations, and gaming experiences across North America and Latin America.
Our team works with publishers, brands, convention organizers, tournament staff, judges, and gaming communities to deliver high-quality experiences for players and attendees.
If you're someone who loves keeping things organized, enjoys working with people, and wants to be part of the team behind major gaming events, we'd love to hear from you.
Salary : $30,000 - $50,000