Position Summary

The Event Coordinator is the organizational backbone of program support at The VIBE Agency. This role keeps the details moving so that Project Managers and Senior PMs can stay focused on execution and strategy. The Event Coordinator is proactive, dependable, and detail-driven, applying VIBE standards to every task, every document, and every follow-up.

This role assists with logistics, supplier coordination, and documentation across assigned programs, keeps trackers and timelines current, prepares materials, and provides reliable on-site support so that nothing slips and every Project Manager can trust the groundwork.

Success means: Every detail is captured, every task is followed up, and the team can rely on the Event Coordinator to keep programs running smoothly.

About The VIBE Agency

The VIBE Agency is a Miami-based corporate event production and experiential marketing agency trusted by Fortune 500 brands across North America and beyond. Founded in 2004 by Valerie Bihet, former Communications Director at Disneyland Paris and Club Med North America, we have spent 20+ years transforming corporate events into brand experiences that connect people, inspire action, and deliver measurable impact.

We are now in an aggressive growth phase, scaling from $15M in 2026 to $150M by 2030, across four US markets: Miami, New York, Los Angeles, and Chicago. The Event Coordinator is a foundational role in the team that will get us there.

Our mission: We transform corporate events into brand experiences that connect people, inspire action, and deliver measurable impact through strategy, creativity, and flawless execution.

Every detail matters.

Our Core Values: V.I.B.E.S.U.P

Every team member at The VIBE Agency is hired, rewarded, and evaluated against our seven core values. The Event Coordinator role is where these values take root, in every task, every document, and every detail, on every program.

V

Raise the Bar: We hold ourselves to the highest standard in everything we do.

I

Integrity in Action: We say it. We do it. Always.

B

Best in Every Detail: We bring our best thinking to every task, big or small.

E

Excellence Without Ego: We deliver at the highest level, together.

S

Show Up Strong: We bring full commitment to every event, every task, every time.

U

United by Global Perspective: We respect every culture and work as one.

P

Partnership First: We treat every vendor and client as our partner.

Performance Objectives

1. Timeline and Task Support

• Maintain project timelines, planning trackers, and milestone calendars under the direction of the Project Manager
• Keep all assigned tasks updated, followed up, and completed on schedule
• Track action items across logistics, vendors, and production workstreams
• Keep documentation organized, current, and easy for the team to access
• Flag anything at risk of slipping to the Project Manager early, with the relevant details

2. Supplier and Vendor Coordination

• Support vendor communication across catering, transportation, entertainment, staffing, AV, and production
• Collect quotes, confirmations, and deliverables and keep them documented and organized
• Follow up with suppliers on outstanding items and upcoming deadlines
• Keep the Project Manager informed of supplier status and surface delays early
• Maintain professional, brand-aligned communication with all vendors at all times

3. Logistics and Materials Preparation

• Assist with logistics planning: transfers, staffing schedules, setup timing, and run-of-show details
• Prepare guest-facing materials, briefing documents, and operational guides for review
• Build and update rooming lists, name badges, signage lists, and event documentation
• Ensure every detail prepared supports a seamless client and guest experience, held to VIBE quality

4. Documentation and Budget Support

• Keep expense logs, invoices, and budget trackers accurate and up to date
• Document scope changes and supplier updates as they happen
• Organize contracts, receipts, and program files so nothing is lost
• Escalate any budget or documentation gap to the Project Manager promptly

5. On-Site Coordination Support

• Provide reliable, organized, and professional support on event day
• Assist with run-of-show execution, vendor check-ins, and real-time task coordination on the day
• Help resolve small issues quickly and quietly, escalating anything larger to the Project Manager
• Represent VIBE with composure, energy, and attention to detail under pressure

Key Performance Indicators

Operating Cadence

The Event Coordinator operates on a steady rhythm that keeps every program organized, every document current, and every Project Manager fully supported.

• Weekly: Tracker and timeline updates, supplier follow-up checkpoints, status check-in with the Project Manager
• Pre-Event: Material preparation and proofing, supplier confirmation logging, on-site readiness checklists prepared for sign-off
• Post-Event: Invoice and receipt collection, file organization and archiving, debrief notes captured for the Project Manager

Capabilities & Key Competencies

• Event coordination and administrative fundamentals
• Supplier and vendor communication and follow-up
• Tracker maintenance and milestone monitoring
• Calm, organized presence under event-day pressure
• Clear and professional written and verbal communication
• Attention to detail across multiple concurrent tasks
• ClickUp, HubSpot, and Google Workspace
• Expense logging and document organization
• Logistics support: transfers, staffing, AV, setup
• Run-of-show preparation and on-site assistance
• Guest-facing materials and briefing document preparation
• Multi-format events: live, hybrid, and virtual

Education & Experience

• 0 to 2 years of event coordination, hospitality, administrative, or production support experience
• Highly organized, with strong follow-through and a genuine eye for detail
• Comfortable juggling multiple tasks, trackers, and deadlines at once
• Eager to learn supplier coordination, logistics, and event production from the ground up
• Strong written and verbal communication, professional and brand-aligned
• Proficiency in or willingness to quickly learn ClickUp, HubSpot CRM, and Google Workspace
• Interest in supporting on-site event delivery across live, hybrid, or virtual formats
• Ability to stay calm, positive, and solutions-focused under event-day pressure
• Bachelor's degree in Event Management, Hospitality, Communications, or equivalent experience
• Bilingual English and French or English and Spanish is a plus

Position in the Team

Commitment to Diversity

The VIBE Agency is an equal opportunity employer. We are committed to building a diverse, inclusive team that reflects the global communities and cultures we serve every day. We hire based on talent, values alignment, and potential, regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, disability, or any other protected characteristic. Inclusion is built into our values, our hiring, and our culture.