Event Experiences Coordinator
FIFA
1 hour ago
Full-time
On-site
Brazil, Rio de Janeiro
FIFA has established a Local FIFA Subsidiary in Brazil to work together with FIFA Zurich to deliver the biggest women’s sporting event in the world, the FIFA Women’s World Cup 2027™ (“FWWC2027”) that for the first time ever, is hosted in South America in Brazil. Now is your time to be part of the workforce that is creating this unique and unforgettable experience.
Please submit your CV in English, as it will be reviewed by an international team.
The Event Experiences Coordinator provides day-to-day administrative, planning and coordination support to the Event Experiences / Experiential Marketing team, with a particular focus on FIFA Fan Festival™ and FIFA Trophy Tour FWWC2027 deliverables and other experiential marketing activations.
The role helps the team stay organized by maintaining SharePoint management, documentation administration, tracker updates including WeTrack, meeting notes and agenda preparation, action tracking, calendars, reporting support, project planning and presentations and budget tracking. Working closely with the Zurich-based team, local teams and internal and external stakeholders, the coordinator ensures that actions, deadlines, decisions and dependencies are clearly captured and followed up.
KEY RESPONSIBILITIES
- Project Coordination & Administration Provide day-to-day coordination and administrative support across FIFA Fan Festival™ and FIFA Trophy Tour FWWC2027 and related experiential marketing workstreams.Maintain all SharePoint folders, project documents and records, ensuring files are correctly saved, updated, organized, and easy to access.Support project planning by updating timelines, milestone trackers, deliverables lists, approval logs, action trackers, and status documents.Monitor deadlines, deliverables, risks and dependencies, escalating delays or blockers when required.
- Meetings, Calendars & Follow-ups Coordinate meeting calendars, schedule meetings, send invitations, prepare agendas, and ensure the right stakeholders are included.Attend key meetings, take clear meeting notes, capture decisions, and circulate summaries with actions, owners, and deadlines.Follow up with internal teams, Host Cities, agencies, suppliers and stakeholders to ensure agreed actions are completed on time.Maintain action trackers and ensure progress is visible to the Zurich-based team, and local team.
- Reporting, Budget & Procurement Support Support weekly reporting by gathering updates, consolidating inputs, and preparing clear status summaries.Assist with reports, presentations, project updates, and post-event documentation for FIFA27, Host Cities, and relevant stakeholders.Support budget tracking by maintaining budget files, spend trackers, PO updates, and invoice logs.Assist with procurement administration, supplier onboarding, purchase orders, invoices, and approvals.
- Strong experience in project coordination, event administration, marketing operations, client account coordination or a similar role.
- Experience supporting projects within an event, marketing, communications, or operations environment.
- Strong organizational skills with the ability to manage multiple tasks, trackers, deadlines, and stakeholders at the same time.
- Excellent attention to detail and ability to maintain accurate documentation, reports, meeting notes, and project records.
- Experience taking meeting minutes, preparing action lists and following up with teams, agencies, suppliers, or stakeholders.
- Good understanding of project planning tools, including timelines, action trackers, status reports, and reporting templates.
- Comfortable supporting budget tracking, procurement administration, invoice logs and related financial documentation.
- Proficient in Office 365, including Outlook, Word, Excel and PowerPoint; excellent knowledge of MS Teams, SharePoint / OneDrive and Monday.com or similar tools.
- Experience working in a multi-national, multi-cultural, and multi-stakeholder environment is desirable.
- Flexible, adaptable, proactive, detail-oriented, and comfortable working in a fast-paced environment with fixed deadlines and changing priorities.
- Team player with a positive attitude, strong follow-up skills and willingness to go the extra mile.
- Right to work in Brazil.
- Fluent in English (spoken and written)
- Fluent in Portuguese (spoken and written)
- Ability to re-locate to Rio de Janeiro.
Please submit your CV in English, as it will be reviewed by an international team.
The Event Experiences Coordinator provides day-to-day administrative, planning and coordination support to the Event Experiences / Experiential Marketing team, with a particular focus on FIFA Fan Festival™ and FIFA Trophy Tour FWWC2027 deliverables and other experiential marketing activations.
The role helps the team stay organized by maintaining SharePoint management, documentation administration, tracker updates including WeTrack, meeting notes and agenda preparation, action tracking, calendars, reporting support, project planning and presentations and budget tracking. Working closely with the Zurich-based team, local teams and internal and external stakeholders, the coordinator ensures that actions, deadlines, decisions and dependencies are clearly captured and followed up.
KEY RESPONSIBILITIES
- Project Coordination & Administration Provide day-to-day coordination and administrative support across FIFA Fan Festival™ and FIFA Trophy Tour FWWC2027 and related experiential marketing workstreams.Maintain all SharePoint folders, project documents and records, ensuring files are correctly saved, updated, organized, and easy to access.Support project planning by updating timelines, milestone trackers, deliverables lists, approval logs, action trackers, and status documents.Monitor deadlines, deliverables, risks and dependencies, escalating delays or blockers when required.
- Meetings, Calendars & Follow-ups Coordinate meeting calendars, schedule meetings, send invitations, prepare agendas, and ensure the right stakeholders are included.Attend key meetings, take clear meeting notes, capture decisions, and circulate summaries with actions, owners, and deadlines.Follow up with internal teams, Host Cities, agencies, suppliers and stakeholders to ensure agreed actions are completed on time.Maintain action trackers and ensure progress is visible to the Zurich-based team, and local team.
- Reporting, Budget & Procurement Support Support weekly reporting by gathering updates, consolidating inputs, and preparing clear status summaries.Assist with reports, presentations, project updates, and post-event documentation for FIFA27, Host Cities, and relevant stakeholders.Support budget tracking by maintaining budget files, spend trackers, PO updates, and invoice logs.Assist with procurement administration, supplier onboarding, purchase orders, invoices, and approvals.
- Strong experience in project coordination, event administration, marketing operations, client account coordination or a similar role.
- Experience supporting projects within an event, marketing, communications, or operations environment.
- Strong organizational skills with the ability to manage multiple tasks, trackers, deadlines, and stakeholders at the same time.
- Excellent attention to detail and ability to maintain accurate documentation, reports, meeting notes, and project records.
- Experience taking meeting minutes, preparing action lists and following up with teams, agencies, suppliers, or stakeholders.
- Good understanding of project planning tools, including timelines, action trackers, status reports, and reporting templates.
- Comfortable supporting budget tracking, procurement administration, invoice logs and related financial documentation.
- Proficient in Office 365, including Outlook, Word, Excel and PowerPoint; excellent knowledge of MS Teams, SharePoint / OneDrive and Monday.com or similar tools.
- Experience working in a multi-national, multi-cultural, and multi-stakeholder environment is desirable.
- Flexible, adaptable, proactive, detail-oriented, and comfortable working in a fast-paced environment with fixed deadlines and changing priorities.
- Team player with a positive attitude, strong follow-up skills and willingness to go the extra mile.
- Right to work in Brazil.
- Fluent in English (spoken and written)
- Fluent in Portuguese (spoken and written)
- Ability to re-locate to Rio de Janeiro.