Events Coordinator

CORE RESPONSIBILITIES

• Support the development and execution of the annual event calendar in alignment with broader Global Marketing objectives
• Coordinate assigned events from planning through completion, including aircraft showcases, Owner loyalty and retention events, prospect engagements, internal celebrations and philanthropic fundraising initiatives
• Manage event logistics, including venue coordination, invitations, registration processes, travel arrangements, run-of-show documentation, guest communications and on-site execution
• Ensure all event elements reflect Flexjet’s luxury standards and deliver a cohesive, elevated brand experience
• Maintain detailed project timelines and ensure all deliverables are completed accurately and on schedule
• Provide world-class service throughout every interaction with Owners, prospects, guests and internal stakeholders
• Serve as a primary point of contact regarding event schedules, credentials, accommodations and logistics
• Represent Flexjet professionally and diplomatically in high-touch, high-expectation environments
• Project & Budget Management
• Aid in the development and management of event budgets, expense tracking and post-event reconciliation
• Support sponsorship negotiations and vendor contracting efforts to maximize value and event performance
• Prepare event documentation, including run-of-show presentations, briefing materials and post-event recaps
• Compile event metrics and reporting data to support quarterly and annual performance reviews
• Vendor & Partner Coordination
• Coordinate and direct vendors and external partners during event planning and on-site execution
• Maintain day-to-day relationships with venues, agencies, promotional partners and hospitality vendors
• Conduct site visits and participate in vendor meetings to ensure operational readiness and executional excellence

QUALIFICATIONS + SKILLS

• Bachelor's degree in Marketing, Communications, Fashion, Business, Hospitality Management, Luxury Brand Management or a related field
• 1–2 years of experience producing high-end, brand-driven events with an appreciation for exceptional hospitality, elevated guest experiences and meticulous execution
• Engagement with ultra-high-net-worth (UHNW) individuals a plus
• Experience within the luxury, hospitality, aviation or premium lifestyle marketplace preferred
• Strong ability to research vendors, conduct market analysis and negotiate contracts while maintaining quality, fiscal responsibility and brand standards
• Proven ability to execute events where brand image, discretion and emotional storytelling are paramount
• Exceptional interpersonal skills with the ability to represent the Flexjet brand confidently, professionally and diplomatically in high-pressure environments
• Comfortable interfacing with executive leadership, creative directors, regional vice presidents and global brand teams while demonstrating sound judgment and professionalism
• Strong problem-solving skills with the flexibility and composure to respond gracefully to last-minute changes and evolving priorities
• Proficiency in Microsoft Office with a focus on PowerPoint, Word and Excel
• Comfortable leading on-site execution teams and vendors with authority, composure and fanatical attention to detail
• Strategic thinker with a positive, proactive and solution-oriented mindset
• Previous experience working with internal creative teams, including design, social, digital, content and multimedia functions preferred
• Hightly organized with exceptional attention to detail and the ability to manage multiple priorities and deadlines simultaneously within a fast-paced environment
• Comfortable communicating with C-level executives and representing the organization with maturity, confidence and discretion
• Ability to accept feedback, collaborate effectively and advocate for a clear creative vision while remaining adaptable to changing business needs
• Demonstrated commitment to continuous improvement and a willingness to learn, refine processes and evolve the quality of experiences delivered
• Ability to lift, push and pull up to 75 lbs.
• Valid, in-date passport required