Events & Sponsorship Project Coordinator

ROLE OUTLINE

The Events & Sponsorship Project Coordinator is a part-time support role responsible for two core functions: managing the daily confirmation and coordination of Rooftop Cinema Club’s modified private events calendar, ensuring all event times, details, and scheduling updates are accurately communicated to the RCC team and reflected across all shared calendars; and project managing brand activation and sponsorship initiatives from kickoff through execution, ensuring deliverables, timelines, and manager communication remain on track.

***This role has the potential to expand in scope and hours, with a clear path toward

a full-time position based on performance, business growth, and organizational needs.***

JOB DUTIES

Calendar & Events Coordination

• Review and confirm the modified private events calendar on a daily basis, ensuring all event times, formats, and details are accurate and up to date

• Confirm event scheduling details (time, venue, setup requirements, format changes) with internal RCC team members each day

• Communicate any schedule changes, conflicts, or updates to relevant Department Heads and onsite teams promptly

• Maintain a running log of calendar changes and confirmations for weekly reporting purposes

• Coordinate with venue teams and 3rd party landlords (hotels, landlords) to verify event timing and access as needed

• Serve as a direct point of contact for private event clients, managing ongoing communication including event confirmations, detail changes, day-of logistics, and post-event follow-up to ensure a seamless client experience

• Support the servicing of existing and new private events by coordinating Run of Shows, confirming event-day timelines with onsite teams, and ensuring all operational elements are executed according to plan 

Brand Activation & Sponsorship Project Management

• Project manage brand activation and sponsorship initiatives from contract execution through event-day delivery

• Build and maintain project timelines, task lists, and milestone trackers for each sponsorship activation

• Coordinate with internal teams (Operations, Marketing, Sales) and external brand partners to ensure all deliverables are met on schedule

• Track sponsor asset submissions (logos, creative, promotional materials, signage) and ensure timely delivery to production teams

• Manage vendor coordination for sponsorship activations including shipping, receiving, permitting, and COI collection
• Prepare pre-event sponsorship briefs and distribute to all relevant onsite staff and Department Heads

• Conduct post-activation follow-up including photo/content collection, recap documentation, and client thank-you communications

• Utilize HubSpot to track sponsorship project status, partner contacts, and all related documentation

• Flag any sponsorship delivery risks, timeline delays, or scope changes to the HOD immediately 

General Administration & Communication

• Attend weekly check-ins with HODs to review upcoming calendar and active sponsorship projects

• Keep accurate records of all event confirmations, sponsorship deliverables, and communications

• Support the creation of event contracts and balance notes as needed

• Provide end-of-week summary reports covering calendar confirmations completed and sponsorship project status updates

Job Qualifications

• Strong organizational and time management skills

• Excellent written and verbal communication

• Experience with calendar management and scheduling coordination

• Project management experience, particularly in events, activations, or sponsorships

• Proficiency with Google Workspace (Calendar, Sheets, Docs)

• Ability to work independently in a remote, fast-paced environment

• Detail-oriented with a proactive, “can-do” attitude

• Comfortable managing multiple projects and deadlines simultaneously

Preferred Qualifications

• Experience with CRM platforms and project management tools

• Familiarity with Monday.com or similar project management tools

• Background in entertainment, hospitality, or experiential events

• Prior experience coordinating brand activations or sponsorship fulfillment

Work Environment

Remote with occasional on-site coordination as needed