Event Coordinator

Location: Athens, Greece (Hybrid) | Type: Full-time Reporting to: Event & Production Manager

About Toposophy

TOPOSOPHY is a leading placemaking and marketing agency specializing in experiential marketing, destination strategy & branding, and large-scale events. With over 15 years of experience, we have delivered high-profile consumer activations, trade shows, and marketing campaigns across 36 countries.

Our portfolio includes some of Greece’s most recognized experiential events and trade activations, including:

• Dine Athens Restaurant Week – Greece’s biggest culinary event
• Taste of Athens – A premium culinary experience (part of the global Taste Festivals network)
• Stay in Athens – A citywide hotel and hospitality campaign
• Around the Table by Mastercard – A sustainability-focused dining series
• Public Sector & Private Sector Campaigns – Destination marketing, industry trade events, and global brand activations

To support our expanding portfolio, we are looking for a detail-oriented and highly organized Event Coordinator to work alongside the Event & Production Manager in planning and delivering experiential events, trade shows, and B2B forums.

About the Role

This is an exciting opportunity for someone who is passionate about events, marketing, and experiential activations. As an Event Assistant, you will play a hands-on role in supporting the logistics, production, and coordination of large-scale consumer events and trade activations.

Your role will involve working on-site at events, coordinating with vendors, assisting with branding and setup, and ensuring smooth execution of all production elements. You will also support event planning, supplier coordination, marketing initiatives, and post-event reporting.

Key Responsibilities

Event Coordination & Logistics

• Assist in the planning, execution, and on-site management of experiential events, trade shows, and brand activations.
• Support the setup, branding, and breakdown of event spaces, ensuring all elements are in place.
• Work closely with the Event & Production Manager to track event timelines, logistics, and supplier coordination.
• Liaise with vendors, production teams, caterers, and other partners to ensure seamless execution.
• Ensure branding, sponsorship activations, and signage are correctly placed and aligned with the event’s goals.

Supplier & Vendor Support

• Assist in coordinating AV, staging, branding, catering, and venue setup.
• Support the management of supplier contracts, procurement tracking, and logistics coordination.
• Maintain supplier databases and contacts, assisting in vendor research and sourcing.

Marketing & Audience Engagement

• Work with the marketing team to support digital and on-site event promotion.
• Help execute social media engagement during events, capturing live content and audience interaction.
• Assist in managing guest lists, VIP coordination, and audience experience during trade and consumer events.

On-Site Event Support

• Serve as an on-site point of contact, ensuring smooth coordination between teams, vendors, and partners.
• Assist with guest registration, speaker coordination, and program scheduling.
• Support troubleshooting and problem-solving during live events to ensure a seamless experience.

Post-Event Reporting & Evaluation

• Assist in compiling event reports, audience feedback, and performance metrics.
• Work with the Event & Production Manager to analyze event success and identify areas for improvement.
• Help maintain event records, supplier contacts, and cost breakdowns for future reference.

• 1-3 years of experience in event coordination, production, or marketing (internships and hands-on experience are highly valued).

• Strong ability to manage event logistics, guest coordination, and supplier communications.
• Experience working on consumer events, trade shows, or B2B activations is a plus.
• Basic knowledge of branding, sponsorship activations, and event marketing.
• Comfortable using event management software, project tracking tools, and Microsoft Office/Google Workspace.
• Fluent in English

• Competitive salary and private health insurance.
• Hands-on experience working on high-profile events, trade shows, and brand activations in Greece and internationally.
• Career growth and mentorship in a fast-paced, dynamic environment.
• Hybrid work model with flexibility to work remotely when needed.
• Professional equipment allowance to ensure you have the tools you need.
• Professional development courses allowance to support continuous learning.
• A diverse, collaborative team working on impactful destination marketing and trade event projects.