Responsibilities

• Respond to event-related emails on behalf of the Experiential Marketing Manager
• Manage communications with sponsors, vendors, and event partners
• Draft and send follow-up emails, confirmations, and event updates
• Track and respond to RSVP inquiries and guest list questions
• Keep Experiential Marketing Manager informed of all communications and updates
• Assist with responding to sponsorship inquiries
• Coordinate with vendors on timelines, deliverables, and logistics
• Follow up on vendor contracts, quotes, and payment schedules
• Track vendor confirmations and maintain organized records
• Assist with planning and coordination for smaller brand activations
• Coordinate product shipments for activations and events
• Communicate with warehouse/operations team about inventory needs
• Check in with Experiential Marketing Manager before sending out products or materials
• Ensure all shipments are tracked and confirmed delivered
• Help maintain event tracking spreadsheets and vendor databases
• Update guest lists, RSVP trackers, and contact lists for BGV curated events
• Schedule meetings and calls as needed

Requirements

• 1-2 years of experience in administrative support, event coordination, marketing, or related field
• Excellent written communication skills with professional email etiquette
• Strong organizational skills and attention to detail
• Comfortable using Microsoft Excel and Google Sheets for tracking and reporting
• Ability to manage multiple tasks and prioritize effectively
• Proactive communicator who checks in regularly and asks clarifying questions
• Reliable, responsive, and able to work independently
• Passion for wellness, Black women's health, and community engagement

Preferred

• Experience working with sponsors or brand partnerships
• Familiarity with experiential marketing or event coordination
• Background in wellness, beauty, or consumer goods industries
• Based in Chicago or surrounding area (for occasional in-person support)

Benefits

• Part-time, flexible schedule (15-20 hours per week)
• Opportunity to learn experiential marketing from an experienced manager
• Exposure to high-profile events like Essence Fest, Afro Tech, and wellness expos
• Work with a mission-driven brand dedicated to Black women's wellness