Private Events Coordinator

Legends Global • New Orleans, LA

16h • Onsite

About The Position

Legends Global, the leader in privately managed public assembly facilities, has an excellent and immediate opening for an Event Coordinator for Legends Global/Caesars Superdome | Smoothie King Center | Champions Square. This role involves planning, organizing, and controlling events, ensuring efficient communication, and managing all logistical aspects from start to finish. The coordinator will also be responsible for identifying, sourcing, packaging, presenting, and selling event enhancements and ancillary services to maximize event revenue, as well as preparing and processing all purchase requests, vendor invoices, settlements, and billing documentation. Maintaining accurate event records within the CRM and developing premium event enhancement packages are also key responsibilities. The position requires managing assigned events from move-in through move-out, coordinating with vendors, and collaborating with the Sales team on cost estimates. The role also involves generating and analyzing CRM reports to support sales forecasting and operational planning.

Requirements

• Must successfully pass a criminal background check
• Superior communication and organizational skills
• Must be highly motivated, self-directed, and can work in a fast-paced environment
• Able to work nights, weekends, and holidays as needed
• Bachelor’s degree or equivalent work experience, plus 2-3 years’ experience with increasing levels of responsibilities in the facility industry
• Experience within Facility Coordination is desirable
• PC Windows-based Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint
• Must possess a valid Louisiana Driver’s license at the time of appointment and throughout employment

Nice To Haves

• Experience within Facility Coordination is desirable

Responsibilities

• Planning, organizing, and controlling events within the facilities as assigned
• Create, distribute, and update various working documents for all assigned events, including staffing, event work orders, cost estimates, event comparisons, information sheets, etc.
• Ensure efficient and effective communication regarding the delivery of services to clients
• Lead and coordinate pre-con meetings with clients as needed
• Provide turnkey special project research and fulfillment as assigned
• Supervise all staffing for assigned events
• Coordinate with the staffing department to ensure proper placement of necessary team members throughout the facility during events
• Coordinate outside service needs with food and beverage contractor, decorators, or other vendors
• Coordinate client and facility requirements via external messaging such as video boards, external audio, etc.
• Ensure all FF&E requirements are met for each assigned event (i.e., signage/equipment)
• Coordinate and participate in proper inspections of the facilities to ensure readiness and compliance with the requirements of the clients prior to hosting the event
• Deliver necessary information to event staff during briefing to ensure appropriate knowledge of concerns affecting the event
• Attend assigned events to be available to resolve any/all issues that may arise involving clients and patrons
• Make immediate decisions and communicate with all users of the facility in an emergency situation
• Coordinate with all necessary departments to ensure all areas are properly addressed prior to, and post-event
• Maintain the proper image and generate positive public relations with clients, patrons, and staff
• Maintain professional demeanor and attire at all times
• Provide comments/input to the department during post-event discussions regarding issues that arose during the event
• Assume ownership of all private events upon handoff from the Sales Manager and oversee the successful execution of all logistical aspects through event completion.
• Identify, source, package, present, and sell event enhancements and ancillary services to maximize event revenue.
• Prepare and process all purchase requests, vendor invoices, settlements, and billing documentation for venue-managed rentals.
• Maintain complete, accurate, and up-to-date event records within the CRM, ensuring all event details, communications, and financial information are properly documented.
• Develop and maintain premium event enhancement packages and décor offerings to increase client value and revenue opportunities.
• Manage assigned events from move-in through move-out, serving as the primary operational contact throughout execution.
• Coordinate and assist with event setup, décor installation, staging, and breakdown as needed.
• Organize and maintain the event décor inventory and storage areas.
• Coordinate vendor logistics, including scheduling, move-in, installation, event operations, and move-out, ensuring compliance with venue policies.
• Collaborate with the Sales team to develop timely and accurate event cost estimates for proposals and client presentations.
• Generate, maintain, and analyze CRM reports to support sales forecasting, operational planning, and event management.
• All other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level