Event Coordinator Jobs

About The Position

Requirements

• Three to five years of experience in meeting planning, production, AV sales, or AV operations.
• Functional understanding of audiovisual systems and processes.
• Exceptional interpersonal and communication skills and the ability to maintain professional relationships with clients, colleagues, vendors, and suppliers.
• Client-centric approach, proactive service, conflict resolution, and problem-solving skills.
• Empathy and patience when understanding varied client needs and working with different personalities.
• Strong organization, time management, multitasking, deadline management, and attention to detail.
• Creative problem-solving, resourcefulness, ambition, and ability to collaborate as a team player.
• Calm and flexible approach to changing demands and stressful situations.
• Fluency in English.
• Residence in the New York tri-state area and ability to commute to the on-site location.

Nice To Haves

• Bachelor’s degree or equivalent experience.
• Knowledge of Google applications or Microsoft Office Suite.

Responsibilities

• Advise clients and non-technical stakeholders on production concepts, technical capabilities, best practices, and venue capabilities.
• Coordinate event production deliverables, including videos, decks, music, audio stingers, graphic elements, and live-stream links, and ensure they are technically validated and distributed to the technical team.
• Schedule technical checks, rehearsals, and client meetings.
• Provide on-site administrative support for the production team, including purchasing, resource coordination, scheduling, and run-of-show creation.
• Serve as an operational point of contact and facilitate event financial tasks, including quoting, billing, and tracking.
• Use internal event management systems, scheduling tools, and G-Suite.
• Manage internal event calendars, studio bookings, staff schedules, and task assignments.
• Generate, manage, and track event production quotes and expenses.
• Coordinate freelancer support, including sourcing quotes, payment processing, auditing, and scheduling.
• Partner with the Team Lead to ensure timely delivery of production elements to clients.
• Develop and refine event production best practices, templates, and documentation to improve operational efficiency.
• Provide stakeholders with documentation and expectations concerning relevant health, safety, and compliance regulations during planning and on-site execution.
• Provide ad hoc project support and facilitate knowledge sharing among team members.

Benefits

• Medical, dental, and vision coverage, including the option of a high-deductible health plan with a health savings account.
• 401(k).
• Five flexible spending account options.
• Generous paid time off allowance.
• Employee Assistance Program.
• Life, disability, and pet coverage.
• Wellness stipend.
• Complimentary access to Headspace, Teladoc, Maven, Rocket Lawyer, Mobilo, and other services.
• Aura Identity Theft Protection.
• Discretionary bonus structure.
• Potential opportunities to work on projects across different locations.
• Overtime compensation in accordance with applicable policies.