Event Coordinator, Live Events

Convene•New York, NY

8h•Onsite

About The Position

Convene Hospitality Group (CHG) operates a global portfolio of lifestyle brands focused on creating places and experiences that bring people together. The company designs, develops, and operates hospitality-driven destinations to host gatherings of all kinds, ranging from small corporate meetings to immersive brand activations and beyond. The Mallory is Convene Hospitality Group’s premier new event destination located within the historic Terminal Warehouse in West Chelsea, New York. Reimagined from a landmark 19th-century freight hub into a dynamic 50,000-square-foot venue, The Mallory blends original industrial architecture with modern design and technology to host everything from galas and fashion shows to weddings and private celebrations for up to 550 guests. As we continue building our opening team, we are seeking an Event Operations Coordinator to support the end-to-end execution of all meetings and events, both internal and external, serving as a vital bridge between the planning phase and on-the-floor operations. Reporting to the Senior Event Producer, this role provides high-level administrative and tactical support to the Event Production team to ensure seamless event delivery. This is a full-time hourly position that requires flexibility for early morning, evening, and weekend event coverage.

Requirements

Minimum 2 years’ experience in hospitality or event operations.
A service-first mindset with strong problem-solving skills and the ability to stay cool under pressure.
Highly organized and comfortable multitasking in a high-pressure environment.
Proficiency in or ability to learn Salesforce, Social Tables, Google Suite, and project management tools like JIRA or ClickUp.
Ability to move/lift objects up to 25 pounds and stand or walk for extended periods.

Responsibilities

Support the Event Producers in the end-to-end execution of meetings and events.
Coordinate event logistics including but not limited to load-in/load-out, freight, security, vendor meals, and vendor arrivals.
Place and manage vendor orders including but not limited to rentals, entertainment services, marketing materials, catering, etc.
Provide support and take ownership of smaller meetings and events as assigned by the Sr. Event Producer (“SEP”), including the creation of Program Execution Orders (“PEO”), floorplan diagrams, and the processing of invoices for post-contract additions.
Act as the primary point of contact for designated clients, ensuring their vision is translated into a successful operational reality.
Create, distribute, and manage essential event materials including but not limited to the run-of-show, production schedules (timing & action), property event calendar, signage, and Program Execution Orders (PEOs).
Assist with site tours and execute “Surprise & Delight” moments for clients.
Provide on-the-floor support during peak event times and fringe hours (early mornings/late evenings).
Serve as a secondary point of contact for clients on event days, ensuring all culinary, service, AV, and vendor needs are met.
Supervise event setups and breakdown to ensure proper execution, while tracking client assets and storing them properly post-event.
Partner with building management on security, maintenance, and facility issues; facilitate and administer proper procedure when necessary.
Manage vendor compliance and coordinate with third-party partners (florists, musicians, etc.) for event enhancements.
Assist with administrative tasks including security checkpoints, declining checkbooks, facilitate invoice processing for AP, creation of client invoices, and post-contract add-ons.
Manage internal event calendars and communications across departments (Commercial, Production, Service).
Manage and monitor office supplies, assist with codifying and memorializing SOPs and best practices, and organize team outings.