Event Operations Coordinator

Convene•New York, NY

2d•Onsite

About The Position

The Event Operations Coordinator supports the end-to-end execution of meetings and events, serving as a vital bridge between the planning phase and on-the-floor operations. Reporting to the Senior Event Production Manager, this role provides high-level administrative and tactical support to the Event Production Manager to ensure seamless event delivery. This is a non-exempt, hourly position that requires flexibility for early morning, late 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 Production Manager(s) in the end-to-end execution of meetings and events.
Coordinate event logistics including load-in/load-out, freight, and vendor arrivals.
Provide support and take ownership of smaller meetings and events, including the creation of Program Execution Orders (PEOs), floor plan diagrams, and the processing of invoices for post-contract additions.
Act as the primary point of contact for small-meeting clients, ensuring their vision is translated into a successful operational reality.
Create and distribute essential event materials such as run-of-shows, signage, menu cards, 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, and AV needs are met.
Supervise event breakdown and ensure client assets are tracked and stored properly post-event.
Partner with building management on security, maintenance, and facility tickets.
Manage vendor compliance and coordinate with third-party partners (florists, musicians, etc.) for event enhancements.
Assist with administrative tasks including badges, catering bookings, invoices, and post-contract add-ons.
Manage internal event calendars and communications across departments (Culinary, Service, Production).