Experiential Marketing Assistant

Black Girl Vitamins is hiring a Part-Time Experiential Marketing Assistant to support the Experiential Marketing Manager with event communications, vendor coordination, and activation logistics. The role focuses on keeping event operations organized and running smoothly through email management, tracking, and coordination with partners. This is a flexible, part-time opportunity to gain hands-on experiential marketing experience with a mission-driven wellness brand.

• 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 the Experiential Marketing Manager informed of communications and updates.
• Assist with responding to sponsorship inquiries.
• Coordinate vendor timelines, deliverables, and logistics.
• Follow up on vendor contracts, quotes, and payment schedules.
• Track vendor confirmations and maintain organized records.
• Assist with planning and coordination for smaller brand activations.
• Coordinate product shipments for activations and events.
• Communicate with warehouse/operations teams about inventory needs.
• Confirm with the Experiential Marketing Manager before sending products or materials.
• Ensure shipments are tracked and confirmed delivered.
• Maintain event tracking spreadsheets and vendor databases.
• Update guest lists, RSVP trackers, and contact lists.
• Schedule meetings and calls as needed.

Required:

• 1-2 years of experience in administrative support, event coordination, marketing, or a 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.

• Part-time, flexible schedule (15-20 hours per week).
• Opportunity to learn experiential marketing from an experienced manager.
• Exposure to high-profile events such as Essence Fest, Afro Tech, and wellness expos.
• Work with a mission-driven brand focused on Black women's wellness.
• Occasional in-person support may be needed (Chicago area preferred).