Event Coordinator at Aviator Nation

<p><strong>Core Responsibilities</strong><br>● Coordinate and execute Dreamland's on-site activations, private events, and community&nbsp;events from planning through completion<br>● Serve as the on-site logistics lead for assigned events, ensuring all departments are&nbsp;prepared and event days run smoothly<br>● Be punctual, reliable, organized, and detail-oriented, leading by example for event-day staff<br>● Build and maintain event timelines, budgets, and vendor relationships in partnership with the&nbsp;Director of Events &amp; Live Experiences<br>● Bridge communication between the events, marketing, F&amp;B, and operations teams<br>● Uphold company policies and ensure consistency and safety across all event operations&nbsp;Event Planning &amp; Execution<br>● Vetting &amp; regulating the Dreamland Events email for both artist &amp; private party inquiries<br>● Build and manage private and community event timelines, run-of-show documents, and&nbsp;production schedules<br>● Coordinate with vendors and service providers<br>● Create and track event budgets; process invoices, deposits, and payments for&nbsp;event-related purchases in partnership with the Director of Events &amp; Live Experiences<br>● Coordinate with the marketing team to align event menus, signage, and all other customization&nbsp;needs<br>● Oversee day-of load-in, setup, load-out, and breakdown logistics<br>● Act as on-site manager for assigned events, directing event-day staff and troubleshooting&nbsp;issues as they arise (e.g., vendor delays, guest disputes, parking or logistics issues)<br>● Escalate significant on-site issues (safety, security, legal) to the Director of Events&nbsp;&amp; Live Experiences<br>● Support post-event reporting, including recaps, budget reconciliation, and&nbsp;feedback gathering&nbsp;Client Relations Support<br>● Coordinate hospitality logistics for artists and clients, including greenroom needs, riders,&nbsp;parking, and guest lists for all private and community events in coordination with the&nbsp;Directors<br>● Serve as a point of contact for clients and vendors<br>● Maintain accurate records of artist, vendor, and client information and communications<br>● Support the Directors in maintaining relationships with clients, sponsors, and&nbsp;the local community</p> <p><br><strong>Skills &amp; Qualifications</strong><br>● 2-3+ years of experience in event coordination, production, or a related&nbsp;hospitality/entertainment role<br>● Highly organized with strong attention to detail and the ability to manage multiple events&nbsp;and timelines at once<br>● Strong vendor management, problem-solving, and decision-making skills under pressure<br>● Confident leading and directing event-day staff and vendors<br>● Strong written and verbal communication and follow-through skills<br>● Proficient in Google Sheets, Docs, Slides, and Gmail<br>● Familiarity with ticketing and event platforms (TIXR, Audience Republic, BIT) and&nbsp;payment/invoicing tools (Toast) preferred<br>● Availability to work nights, weekends, and holidays based on the events calendar</p> <p><br><strong>Physical Requirements &amp; Working Conditions</strong><br>The physical demands described here are representative of those that must be met by an employee to&nbsp;successfully perform the essential functions of this job.<br>● Ability to kneel, bend, stoop, crouch, reach, climb, walk, and stand for long&nbsp;durations of time.<br>● Ability to move and lift equipment and supplies of up to 50 pounds.<br>● Vision abilities include close, distance, color peripheral, and depth perception.<br>● The noise level in the work environment is moderate.</p> <p><br>This job description is not exhaustive, and you may be required to carry out other duties as&nbsp;requested. EEO Statement&nbsp;Aviator Nation provides equal employment opportunities to all employees and applicants for&nbsp;employment and prohibits discrimination and harassment of any type without regard to race, color,&nbsp;religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual&nbsp;orientation, gender identity or expression, or any other characteristic protected by federal, state, or&nbsp;local laws.</p> <p><br>This policy applies to all terms and conditions of employment, including recruiting, hiring, placement,&nbsp;promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.</p>