Role Summary

We are seeking an organized and reliable Part-Time Experiential Marketing Assistant to support our Experiential Marketing Manager with event communications, vendor coordination, and activation logistics. This role is perfect for someone who excels at communication, loves staying organized, and wants to gain experience in experiential marketing while working flexible hours. You'll help manage email correspondence, coordinate with sponsors and vendors, assist with smaller activations, and ensure smooth operations behind the scenes.

Key Responsibilities

Event Communications & Coordination

Respond to event-related emails on behalf of the Experiential Marketing Manager
Manage communications with sponsors, vendors, and event partners
Draft and send follow-up emails, confirmations, and event updates
Track and respond to RSVP inquiries and guest list questions
Keep Experiential Marketing Manager informed of all communications and updates

Vendor & Sponsor Management Support

Assist with responding to sponsorship inquiries
Coordinate with vendors on timelines, deliverables, and logistics
Follow up on vendor contracts, quotes, and payment schedules
Track vendor confirmations and maintain organized records

Small Activation & Product Coordination

Assist with planning and coordination for smaller brand activations
Coordinate product shipments for activations and events
Communicate with warehouse/operations team about inventory needs
Check in with Experiential Marketing Manager before sending out products or materials
Ensure all shipments are tracked and confirmed delivered

Administrative Support

Help maintain event tracking spreadsheets and vendor databases
Update guest lists, RSVP trackers, and contact lists for BGV curated events
Schedule meetings and calls as needed

Qualifications

Required

1-2 years of experience in administrative support, event coordination, marketing, or related field
Excellent written communication skills with professional email etiquette
Strong organizational skills and attention to detail
Comfortable using Microsoft Excel and Google Sheets for tracking and reporting
Ability to manage multiple tasks and prioritize effectively
Proactive communicator who checks in regularly and asks clarifying questions
Reliable, responsive, and able to work independently
Passion for wellness, Black women's health, and community engagement

Preferred

Experience working with sponsors or brand partnerships
Familiarity with experiential marketing or event coordination
Background in wellness, beauty, or consumer goods industries
Based in Chicago or surrounding area (for occasional in-person support)

What We Offer

Part-time, flexible schedule (15-20 hours per week)
Opportunity to learn experiential marketing from an experienced manager
Exposure to high-profile events like Essence Fest, Afro Tech, and wellness expos
Work with a mission-driven brand dedicated to Black women's wellness

Equal Opportunity Statement

Black Girl Vitamins is an equal opportunity employer and values diversity and inclusion. We are committed to maintaining a work environment that is free of discrimination and harassment and that provides equal opportunity for all employees and applicants regardless of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

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Experiential Marketing Assistant