Job Description

Event Coordinator

Location: Hybrid - local market with potential occasional travel

Reports to: Founder / President

About Us

The Food Truck Hub & Event Experiences is a fast-growing experiential event planning and production company specializing in curated food truck activations, corporate events, brand experiences, and hospitality-driven gatherings.

We partner with innovative companies, hotels, planners, agencies, and corporate teams to transform spaces into seamless, high impact experiences.

Our events are logistics heavy and hospitality focused. We pride ourselves on strong vendor relationships, operational excellence, and delivering thoughtful client experiences.

We are looking for an Event Coordinator who thrives in fast-paced environments, enjoys managing moving pieces, and is passionate about helping execute exceptional events.

The Role

The Event Coordinator plays a key role in supporting event planning, vendor coordination, and day-to-day execution across a wide range of events.

This role is ideal for someone who is highly organized, detail oriented, and able to manage multiple priorities while keeping communication clear and proactive. The ideal candidate is equally comfortable handling behind-the-scenes logistics as they are supporting the company through networking opportunities, and client events.

Success in this role means keeping events well organized before event day, supporting strong communication across vendors, clients, and the team and helping ensure smooth execution when events go live.

Key Responsibilities

Event Planning & Coordination

• Support planning and coordination for upcoming events across corporate, social, and brand experience clients

• Manage all incoming requests through all channels

• Assist with confirming event details, timelines, vendor needs, and operational requirements

• Help prepare event documents including timelines, checklists, and Run of Show materials

• Coordinate communication with vendors, venues, and internal teams leading up to events

• Track key planning milestones and help ensure deadlines are met

Vendor & Client Support

• Help maintain strong relationships with vendors, venue teams, and event partners

• Explore new vendor opportunities based on trends and client requests

• Create and manage new vendor menus and details in our event planning platform

• Communicate with vendors to confirm event logistics and event requirements

• Support client communication by gathering details and clearly documenting requests

• Assist in keeping all partners aligned and informed throughout the planning process

• Help ensure a high level of hospitality and professionalism in all interactions

On-Site Event Support

• Provide on-site support for select events

• Help manage setup, vendor arrival, timelines, and execution details

• Serve as a key support contact for vendors and partners during live events

• Support marketing efforts by taking pictures and videos when on-site at events

• Troubleshoot issues in real time while maintaining a calm and professional presence

• Help ensure service standards and event flow are maintained throughout execution

Post Event Follow-Up

• Assist with post-event follow-ups and wrap-up tasks

• Gather notes and feedback from events to support future improvements

• Help document event insights, operational learnings, and client preferences

• Support ongoing relationship building with clients, vendors, and venue partners

Why You'll Love Working Here

• Work in an autonomous manner, empowered with decision-making responsibilities

• Have a meaningful impact on the company

• Gain exposure to event production, logistics, and client strategy

• Every week looks different, from planning meetings to live event execution

• Flexible hybrid work environment

• Collaborative and entrepreneurial team culture

• Opportunity to grow alongside a scaling company

Compensation & Benefits

• Competitive salary; target range based on experience: $40,000 - $55,000

• 401(k) savings plan with company match

• Opportunity to participate in company healthcare plan

• Paid time off

• Professional development and networking opportunities

What Success Looks Like in the First 6 Months

In this role, success will include:

• Successfully supporting the planning and execution of multiple events with strong attention to detail

• Building strong working relationships with vendors, venues, and internal partners

• Strengthening communication and coordination across event stakeholders

• Contributing to smooth event execution and positive client experiences

• Helping improve internal organization, event readiness, and follow-up processes

Qualifications

• 1 to 4 years of experience in event coordination, hospitality, event production, or a related field

• Strong organization and time management skills

• Ability to manage multiple projects and deadlines simultaneously

• Experience coordinating with vendors, clients, or venue teams

• Strong communication skills both written and verbal

• Detail oriented with the ability to stay calm in fast-paced environments

• Comfortable supporting occasional evening or weekend events

• Ability to travel locally for venue visits and events

• Proactive, solutions-oriented mindset

Preferred but Not Required

• Experience working with caterers, venues, or other event-related companies

• Familiarity with Run of Show documents and event timelines

• Experience with HubSpot or other CRM platforms

• Experience supporting corporate or social events

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