Event Coordinator

This is a Full Time Job

Fairchild Live: Event Coordinator

In this role, you’ll support the team in bringing to life high-profile regional and international events attended by industry leaders, creatives, and executives. The Event Coordinator will receive hands-on exposure to all phases of event production, from logistics and registration to vendor management and on-site execution, while receiving opportunities to take ownership of smaller-scale VIP programs. This is an ideal position for someone with 1–2 years of event experience who is eager to grow within a fast-paced, collaborative environment.

As PMC values in-person collaboration and team cohesion, employees work onsite 4 days a week and 1 day remotely with a focus on maintaining a vibrant and inclusive culture.

Key Responsibilities

Event Planning & Team Support
• Coordinate sourcing, organization, and procurement of event materials, supplies, and production needs
• Maintain production timelines, budgets, planning decks, and internal tracking documents
• Manage hotel room blocks for large-scale conferences and executive-level events
• Develop and oversee seating charts for breakfasts, luncheons, cocktail receptions, and seated dinners
• Assist in the management of event registration platforms (e.g., Swoogo, Zkipster) and on-site check-in processes
• Organize and archive post-event photography and video assets
• Provide hands-on support during event load-in, setup, activations, and breakdown

Event Ownership & Growth Opportunities
• Lead full production planning for select smaller-scale events and VIP moments, such as cocktail receptions, dinners, and private breakfasts, under guidance of senior team members
• Develop event concepting materials, including design and “look and feel” decks
• Manage timelines, vendor coordination, and day-of logistics for assigned programs
• Serve as on-site lead for select activations and special events

Venue & Vendor Management
• Build and maintain strong relationships with venues and production partners
• Research and source venues and vendors aligned with brand standards, budget, and event objectives
• Maintain and update the internal venue and vendor database
• Support fee negotiations and contract review under guidance of senior team members

Gift Bag & Product Coordination
• Lead outreach to brand partners for gift bag and product contributions
• Maintain detailed tracking of confirmed contributions and shipment timelines
• Coordinate product deliveries with venues, warehouses, and on-site production contacts
• Ensure timely, professional communication with all contributing partners

Qualifications
• 1–2 years of experience in event planning, marketing, or related field
• Strong organizational skills and exceptional attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Proactive, solutions-oriented mindset with a collaborative, “no task too small” attitude
• Comfortable with a roll-up-your-sleeves mindset. We move boxes, pack, and jump in with vendors to get the job done!

At PMC, we believe working in a highly collaborative, office-first environment fosters real-time communication, spontaneous idea sharing, and stronger interpersonal relationships that drive innovation and team cohesion. PMC prioritizes in-person collaboration and does not offer remote-only roles.