Event Operations Assistant (On-Call)

New York City Ballet•New York, NY

4d•Onsite

About The Position

The David H. Koch Theater at Lincoln Center, originally opened as the New York State Theater in April 1964, is a venue designed by Philip Johnson. It is currently home to the New York City Ballet and hosts various national and international performing arts groups. The Event Operations Assistant reports to the Theater Operations Manager (Guest Experience and Event Operations) and is responsible for upholding high standards of care during events. This role involves collaborating with stakeholders throughout the event lifecycle (load-in, main event, load-out), supporting the objectives of the Managing Director and Venue Management, and balancing client/guest needs with operational and institutional goals. This is an hourly, on-call position crucial for implementing strategy and logistics, supporting event leads, and enhancing venue engagement.

Requirements

High school diploma or GED
1-3 years of verifiable, professional event planning, hospitality, or theater operations experience
Strong communication, problem-solving, and organizational abilities
Proficiency in Microsoft Suite
Experience dealing with Union Labor
Ability to communicate clearly and consistently with clients and colleagues both verbally and in writing

Responsibilities

Assist with onsite event operations, overseeing setup and breakdown, and ensuring proper staging and maintenance of reserved areas.
Review event plans, plots, schedules, and equipment lists to ensure adherence to venue guidelines, event logistics, and site conditions.
Maintain proactive communication with clients and internal teams via email, TEAMS, phone, and in-person meetings.
Oversee DHKT trades, union, and non-union staff, managing and motivating them through project phases.
Troubleshoot operational issues and escalate complex matters as needed.
Provide onsite logistical oversight and order, coordinating with DHKT security, porters, engineers, and production.
Ensure access to necessary assets for event use.
Perform general clerical duties such as photocopying, faxing, mailing, and filing.
Document event outcomes, including client preferences and opportunities for continuous improvement.
Act as the primary point of contact for DHKT Theater Management when assigned, overseeing venue and client experience and ensuring adherence to logistics and protocols.