Project Coordinator

The Project Coordinator is a full-time, non-exempt contract position with Kilowatt Events, Inc. (KWE). The main objective of this role is to provide comprehensive coordination and administrative support to the President across flagship NFL events, ongoing event projects, and internal company operations. This position will report directly to the President and is responsible for supporting the advance work, logistics, and on-site execution that creates the best product possible for both our clients and Kilowatt. Projects will fluctuate between administrative work, organizational support and event planning.

Location and Schedule

The selected candidate will be based in the San Diego office, with a hybrid schedule of 2 days per week in office and the remainder remote. Project-related travel will be required for event site visits, site surveys, and on-site event execution, including travel to Washington, D.C. for the 2027 NFL Draft and to the host city for the 2027 Super Bowl.

Why You Will Love This Role

• Work on the Biggest Stages in Sports: You’ll be embedded in the planning and execution of two of the most high-profile events in professional sports – the NFL Draft and the Super Bowl – plus a roster of other exciting projects throughout the contract period.
• Direct Access and Real Responsibility: Reporting directly to the President, you’ll be a true right hand – your work will directly shape event outcomes and company operations.
• Travel and Variety: From the office to event venues across the country, no two weeks will look the same.
• Growth Opportunities: This role provides direct exposure to the full scope of live event production at the highest level, with a company that values initiative, creativity, and professional development.

Essential Functions

• Support the President in advance planning, logistics coordination, and on-site execution for the 2027 NFL Draft (Washington, D.C.) and 2027 Super Bowl, including tracking deliverables, managing timelines, and serving as a point of contact for vendors and stakeholders.
• Provide day-to-day administrative support to the President, including calendar management, travel arrangements, correspondence, meeting preparation, and follow-up.
• Assist with coordination and project management across additional events and company initiatives as assigned, including tracking action items, maintaining project documents, and keeping stakeholders informed of progress.
• Organize and maintain internal files, records, contracts, and documents to support efficient operations across multiple projects simultaneously.
• Coordinate with internal team members, vendors, contractors, and clients on behalf of the President, ensuring timely communication and accurate information flow.
• Attend and support site surveys, venue walkthroughs, and pre-event planning meetings, preparing notes and action items for distribution.
• Schedule meetings both virtually and in-person and help prep materials and agendas needed.
• Support client, staff and vendor gifting programs.
• Provide on-site coordination support during events, including managing logistics, supporting load-in/load-out, and serving as a liaison between production teams.
• Support other special projects and initiatives as directed by the President.

Qualifications

• 2+ years of experience in event coordination, project support, or executive administrative roles; live event or sports event experience strongly preferred.
• Ability to travel frequently and for extended durations, including multi-week assignments for major events.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with project management tools a plus.
• Exceptional organizational skills and attention to detail; ability to manage multiple priorities across multiple projects simultaneously.
• Strong written and verbal communication skills; comfortable interfacing with senior-level clients, vendors, and league partners.
• Self-starter with the ability to work independently and exercise good judgment in a fast-paced, ever-changing environment.
• Ability to lift up to 50 lbs.
• 3+ professional references required.

Who We Are

Kilowatt Events is a woman-owned, live event production business that specializes in building and operating temporary event venues, designing custom brand activations, and creating turnkey programs for the fan experience. Our expertise has supported televised world-class sporting productions, Red Carpets, Lifestyle Festivals, Fortune 100 Corporate Events and is proud to have collected a Sports EMMY for our work on the College Football National Championship for ESPN.

Kilowatt is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

The hourly contract rate for this position is commensurate with experience. All Kilowatt Events compensation remains subject to final determination based on individual candidate qualifications, experience, or other reasonable criteria consistent with Kilowatt Events’ operational business needs and applicable law.