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.
