Job Description

Primary Purpose

The Project Coordinator’s primary responsibility is to support the Project Lead in executing high-profile, multi-disciplinary live event projects. This associate-level role is ideal for someone eager to learn and grow within the dynamic world of creative production and project management. The Project Coordinator ensures day-to-day project momentum by maintaining timelines, tracking deliverables, and promoting clear communication across internal and external teams.

Overview

The Project Coordinator plays a critical support role within the Brand Apart production team. This person will help drive execution through strong organizational skills, clear communication, and proactive attention to detail. By assisting with scheduling, coordination, documentation, and logistics, the Project Coordinator enables the Project Lead to focus on driving deliverables, managing relationships, and stewarding the broader vision.

This role is intentionally structured as a career development opportunity, providing the right candidate with visibility into all aspects of Project Leadership and the chance to take increasing ownership over time. From preparing Client deliverables to supporting project playbooks, the Project Coordinator will gain firsthand experience in live event production and internal project alignment.

Essential Functions

• Report to the Director of Project Leadership.
• Assist with scheduling, coordinating meetings, taking notes, and following up on action items.
• Track budgets, timelines, and deliverables in partnership with the Project Lead using approved PM tools.
• Coordinate across creative, design, production, logistics, and other internal teams to ensure alignment.
• Support communication between the Project Lead and Clients, vendors, and internal teams.
• Prepare and maintain creative project playbooks and logistical project books.
• Assist with the creation of Client update decks and Executive Summaries based on inputs from the Project Lead.
• Proactively surface minor issues before they escalate and elevate them to the appropriate team member.
• Ensure smooth day-to-day project operations, especially during peak periods and onsite event execution.
• Help manage digital project files, maintain version control, and support operational efficiency.
• Assist and manage other special projects as needed.

• Detail-oriented, self-motivated, and highly organized.
• Strong written and verbal communication skills.
• Proven ability to manage schedules, track action items, and assist across disciplines.
• Proficiency with project management software (e.g., Monday.com or similar).
• Experience with Google Workspace, Microsoft Office, and basic presentation formatting (e.g., Keynote or PowerPoint).
• Adaptable in fast-paced environments and receptive to feedback.
• Strong professionalism and team-first mindset.

• 3–5 years of project coordination, event support, or administrative experience in a creative or production setting.
• A growth mindset with enthusiasm to learn new skills.
• Strong emotional intelligence and proactive communication.
• Ability to support multiple priorities with a calm, can-do attitude.
• Passion for storytelling, experiences, and brand-driven work.
• Eagerness to contribute meaningfully to a team and grow into a leadership role.  

• Curiosity. We are fascinated by people, culture, and ideas. We ask questions (a lot of them), look for connections, and we’re always learning.
• Drive.  We get it done. We combine passion with determination, setting and surpassing goals every day.
• Brilliance. We use our talent to create work that brings more color to the world, turning initial sparks into remarkable ideas and experiences.
• Care. We demonstrate genuine care for one another. Putting others before yourself. We practice humility; we do great work and have a blast doing it .

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