Marketing Event Coordinator

Russell Tobin's client, a specialty retail company, is hiring a Marketing Events Specialist in New York, NY

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Employment Type: Contract/Hybrid

Location: New York, NY 10017

Duration: 3 months with possible extension or conversion

Pay range: $30/hr - $35/hr

Schedule: Mon – Fri Hybrid — three days onsite, two days WFH (days may vary). Occasional weekend support may be required, while staying within weekly hours.

Event Execution Support

• Coordinate all logistical details for North America events (shipping, freight, tracking, timelines, run-of-show updates).
• Manage vendor communication for installations, tear-downs, printing, and on-site needs.
• Oversee asset ordering, inventory tracking, replenishment, and post-event returns.
• Build and maintain event checklists, packing lists, and production trackers.
• Support athlete travel logistics when needed (flights, hotels, per diem coordination).
• Handle credential requests, approval forms, insurance certificates, and compliance submissions.
• Manage on-site event support: setup, breakdown, booth maintenance, product display refresh, badge pickup, etc.
• Process invoices, POs, coding, and manage event budget tracking.

Administrative & Operational Support

• Maintain organized event calendars, timelines, and deliverables.
• Manage cross-functional updates on event status, shipping progress, and asset delivery.
• Maintain tracking documents for events, seeding, print, and account needs.
• QA all deliverables before routing them to internal partners.
• Own recurring operational tasks and housekeeping responsibilities.

Event Marketing Support

• Execute asset delivery: cropping, resizing, uploading, and distribution to retail partners.
• Maintain the asset hub and link library to ensure partners have accurate, updated materials.
• Track partner requests and status updates, escalating only when necessary.
• Support production of in-store print materials (quotes, print orders, specifications, approvals).
• Update sell-in decks, one-pagers, and product sheets with new imagery or product details.
• Pull basic reporting (sell-through snapshots, placement logs, activation recaps).
• Coordinate retail window installs, refreshes, and in-store event support with vendors and stores.

Top Mandatory Requirements (3–5)

• Proven experience supporting events or marketing operations in a fast-paced environment.
• Strong project management fundamentals (timelines, logistics, vendor coordination, tracking documents).
• High reliability and accountability — consistently meets deadlines independently.
• Clear communication skills with ability to manage multiple partners and vendors.
• Proficiency with essential tools: Excel/Sheets, PowerPoint, shipping platforms, asset management systems.

Desirable Attributes/Qualifications (3–5)

• Comfortable working onsite at events — strong problem-solving and quick decision-making.
• Strong attention to detail for assets, print materials, and displays.
• Experience with creative routing, production timelines, and basic design adjustments (cropping/resizing).
• Ability to anticipate needs, prioritize well, and stay ahead of team demands.

Required Experience & Education

• 2 years of related experience.

Benefits that Russell Tobin offers:

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.