Project Event Coordinator

About Secret Sauce Society

Secret Sauce Society LLC is a dynamic experiential marketing agency at the forefront of creating engaging brand moments through large-scale live events, pop-up activations, and IP-driven collaborations. We work with major brands across industries like Consumer Products, Gaming, Anime, and Entertainment to bring exciting experiences to life for our clients and their audiences.

Role Summary

We are seeking a highly organized, detail-oriented Project Event Coordinator to oversee multiple projects from start to finish. In this role, you will collaborate with cross-functional teams, vendors, and clients, managing logistics, event production, and project timelines. If you're looking for a hands-on role in a fast-paced environment with a creative, driven team, this is the opportunity for you.

This is a hybrid role, where you'll work remotely for most tasks but will be required to be on-site for events, both local and out-of-state. You will also work in the office 1-2 days per week.

Key Responsibilities

Project & Event Coordination

• Oversee and coordinate the planning and execution of various projects, including large-scale events and pop-up activations
• Manage project timelines, deliverables, and key milestones, ensuring everything stays on track
• Act as the point of contact for vendors, suppliers, and contractors during all phases of the event
• Lead logistics coordination, including venue selection, transportation, and on-the-ground setup
• Prepare and manage event budgets, track expenses, and ensure all costs stay within budget
• Conduct quality control checks for event setups and deliveries to ensure everything meets expectations
• Ensure that all aspects of event production run smoothly, from concept to completion
• Assist with the design, development, and execution of event marketing collateral, digital assets, and onsite branding
• Help build and maintain event schedules, coordinate staff, and manage event-day operations
• Provide day-of support during events, ensuring staff, vendors, and clients are aligned

Cross-Functional Coordination

• Collaborate with internal teams, leadership, and clients to align on project vision, objectives, and expectations
• Provide regular updates on project status, identifying and resolving any potential issues proactively
• Facilitate meetings with team members, vendors, and clients to ensure project details are communicated effectively
• Help track and expedite deliverables across multiple departments (creative, logistics, operations)

Event Travel & On-Site Support

• Travel to off-site locations for live events, ensuring smooth operations, client relations, and troubleshooting as needed
• Provide logistical support for team travel, including flights, accommodations, and itineraries for on-site event teams
• Assist with physical event setup and teardown, managing both crew and vendors to ensure smooth operations
• Lead efforts to manage guest flow, attendee engagement, and event-day customer experience
• Ensure all event safety protocols are followed and provide event-day troubleshooting support when necessary

Communication & Reporting

• Serve as the main point of communication between vendors, clients, and internal teams during the project lifecycle
• Prepare event summaries and post-event reports for leadership and clients, including lessons learned and performance metrics
• Develop clear and concise communication materials, including briefing documents, event proposals, and status updates
• Create and maintain comprehensive project documentation, ensuring all plans, deliverables, and post-event reports are organized

General Support

• Be adaptable to assist in various capacities, from project management to on-site event coordination, depending on business needs
• Troubleshoot and solve operational challenges swiftly and professionally
• Maintain a flexible work schedule during peak event periods, including evenings, weekends, and holidays
• Perform other duties as assigned by leadership to support the needs of the business

Required Qualifications

• 1-3 years of experience in project coordination, event planning, or a related field
• Excellent organizational skills with the ability to handle multiple projects simultaneously
• Strong attention to detail, ensuring no aspect of a project is overlooked
• Proven ability to manage tight deadlines and work in a fast-paced environment
• Effective communication skills, both written and verbal, with the ability to work collaboratively across teams
• Experience with budget management, tracking, and reporting
• Proactive attitude and the ability to anticipate challenges and solutions before they arise
• Comfortable working independently and as part of a team

Preferred Qualifications

• Experience working on large-scale live events or experiential marketing campaigns
• Familiarity with event production and logistics, including vendor management and event technology
• Ability to work well under pressure, adapt quickly to changes, and maintain a positive attitude
• Knowledge of social media management and content creation for event marketing
• Experience working in a creative or startup environment

Tools & Systems

Must be comfortable with

• Google Workspace (Gmail, Calendar, Docs, Sheets, Slides)
• Slack
• Canva
• Zoom / Google Meet / Microsoft Teams
• Project management tools (Asana, Trello, or similar)
• Basic CRM or event management platforms

Work Structure

• Hybrid role: Primarily remote with 1–2 in-person days per week in Ontario, CA (flexible)
• Occasional travel required for events across various locations
• Evening, weekend, and holiday availability required during event days

Compensation

• Salary Range: $42,000 - $60,000 per year (based on experience and fit)

Why This Role Is Special

• Work directly with leadership and be an integral part of shaping memorable experiences for top brands
• Opportunity to learn and grow in a fast-paced, creative environment
• Exposure to all facets of event management, from logistics to execution
• Chance to help shape the future of experiential marketing and event production

Benefits

• 401(k)
• Flexible work schedule with hybrid work arrangement
• Growth opportunities within the organization, with potential to move into event leadership roles

Job Type: Full-time

Pay: $42,000.00 - $60,000.00 per year

Benefits

• 401(k)
• Flexible schedule
• Paid time off

People with a criminal record are encouraged to apply

Education

• Bachelor's (Preferred)

Experience

• Project management: 1 year (Preferred)
• Events management: 1 year (Preferred)

Ability to Commute

• Ontario, CA 91761 (Required)

Work Location: In person