Associate Project Manager, Private Clients

Responsibilities

• Support end-to-end event planning and execution from preproduction through load-out and reconciliation
• Create and manage production timelines, run-of-show documents, and production orders
• Research, secure, and manage vendors including venues, rental companies, fabricators, and subcontractors
• Build staffing plans and handle crew scheduling, travel arrangements, and accommodations as needed
• Proactively troubleshoot production challenges and escalate appropriately
• Order event supplies and coordinate site delivery and return with comprehensive logistical guides
• Communicate clearly and consistently on logistics, deliverables, and production timing across internal teams and vendors
• Ensure scope and budget remain aligned with production realities throughout the planning process
• Collaborate with production colleagues and vendors to problem-solve and develop solutions in real time
• Serve as a calm, focused point of contact for crew and vendors during live events

Required Qualifications/Skills

• A minimum of 5+ years of experience in luxury event production, hospitality operations, concierge services, or premium client experience environments
• Proficiency in Microsoft Office, including Excel, Word, and Outlook
• Excellent written and verbal communication skills; confident in managing vendor outreach and follow-up
• Proven ability to manage multiple projects and tasks simultaneously with precision
• Strong organizational skills and exceptional attention to detail, presentation, and guest experience
• Collaborative working style with the ability to work across departments and personalities
• Comfort working under tight timelines and in high-pressure live event environments
• High level of professionalism, discretion, and emotional intelligence when interacting with colleagues, clients, and principals
• Willingness to work evenings, weekends, and holidays as event schedules require
• Experience in luxury private event production, private membership clubs, VIP or celebrity concierge services, or luxury hospitality experience
• Experience interacting directly with VIP guests, clients, or principals
• Experience coordinating fabrication, rentals, and specialty vendors in a production context
• Strong instincts around aesthetics, presentation, guest flow, and the level of detail required within luxury event environments
• Budget management and cost control