Senior coordinator, brand experience

This role is an office position based in Louisville, KY. National travel to support event execution and program oversight required (40%–50% travel expected).

What the Role Is

The Senior Coordinator, Brand Experience supports the planning, coordination and execution of consumer brand experiences across Heaven Hill's portfolio. This role is the operational engine behind the Brand Experience function, managing the logistics, timelines, budgets and documentation that enable high-quality, premium experiences to come to life on time and on brand.

The Senior Coordinator works closely with the Senior Manager, Brand Experience, external agencies, production partners and cross-functional teams to ensure every program detail is accounted for. This role requires strong organization, the ability to manage work effectively in a fast-paced environment, and enthusiasm for supporting impactful experiential marketing programs.

How You Will Spend Your Time?

Experiential Program Coordination

• Support the Senior Manager in coordinating all phases of experiential programs from pre-event planning through on-site execution and post-event wrap.
• Develop and maintain detailed project timelines, checklists, run-of-show documents and status trackers for assigned programs.
• Coordinate logistics including shipping, staffing, permitting, vendor scheduling, product orders and on-site setup and breakdown.
• Serve as a primary on-site coordinator at events, ensuring smooth execution and proactively resolving day-of issues.
• Support the development of program briefs, recaps and presentations as directed by the Senior Manager.

Budget Tracking & Financial Coordination

• Maintain real-time budget trackers for all assigned programs, ensuring expenses are accurately logged and reconciled.
• Process vendor invoices, purchase orders and expense reports in a timely manner.
• Flag budget variances or risks to the Senior Manager proactively.
• Support the preparation of budget summaries and financial reporting for internal stakeholders.

Agency & Vendor Coordination

• Coordinate day-to-day logistics with experiential agencies, production partners, staffing companies and other vendors.
• Obtain quotes, coordinate certificates of insurance, execute venue contracts and manage vendor payments under the direction of the Senior Manager.
• Track deliverables and deadlines across agency and vendor relationships to ensure programs stay on schedule.
• Support agency briefings, reviews and recaps by preparing materials and maintaining meeting notes and action logs.

Asset & Knowledge Management

• Maintain and organize the Brand Experience shared asset library including bars, furniture, signage, glassware, lighting and other reusable elements; tracking inventory, condition and location.
• Maintain an organized and accessible library of event recaps, photography, performance data and learnings for use across the organization.
• Support the ongoing development of activation playbooks, planning tools and best practices under the direction of the Senior Manager.
• Maintain vendor and agency contact databases and preferred partner documentation.

Cross-Functional Coordination

• Coordinate with Brand Marketing, PR, Advocacy and Sales teams on program logistics and information needs.
• Support the coordination of content capture at events, working with PR and creative partners to ensure photo and video needs are planned for in advance.
• Prepare and distribute event briefs, updates and recaps to relevant internal stakeholders.
• Assist with scheduling and facilitating internal planning meetings and cross-functional check-ins.

Who You Are…

Required Skills and Experience:

• Bachelor's degree in Hospitality, Marketing, Communications, Tourism, Event Management, Business or related field required.
• Minimum 1 year of experience in experiential marketing, event coordination, brand marketing or a related discipline in a corporate or agency environment.
• Demonstrated ability to manage multiple projects simultaneously with strong attention to detail and follow-through.
• Experience coordinating with external vendors, agencies or production partners.
• Proficiency in project management tools, budget tracking and Microsoft Office / Google Workspace.
• Experience in spirits, beverage alcohol, luxury, lifestyle, hospitality or other premium consumer categories preferred.
• Comfortable adopting new tools and technologies, including AI, to improve efficiency and program quality.
• Significant travel to support event execution and program oversight (40%–50% travel expected).
• Valid Driver's License.

Physical Requirements

While performing duties of job, employee is occasionally required to:

• Stand, walk, use hands and fingers to handle, or feel objects, and use of computer; reach with hands and arms.
• Occasionally lift up to 25 pounds.

Benefits

• Paid Vacation.
• 11 Paid Holidays.
• Health, Dental & Vision eligibility from day one.
• FSA/HSA.
• 401K match.
• EAP.
• Maternity/Paternity Leave.

Heaven Hill and its affiliates are committed to fostering a diverse workforce as an Equal Employment Opportunity company. We invite applications from candidates of all backgrounds, without regard to race, religion, color, sex, sexual orientation, natural origin, gender identity or expression, age, disability, veteran status, or any other legally protected characteristic.