Senior Event Coordinator

Responsibilities

• Independently execute end-to-end management for small-scale events (budgets up to $200K) while offering high-level support to Producers on major installations.
• Serve as a central point of contact between Design, Scenic, and Production Management teams to keep event builds seamlessly aligned.
• Formulate and monitor event budgets; participate in quarterly financial reviews with leadership to evaluate profitability, track spend, and minimize financial risk.
• Research venues and partners, negotiate vendor contracts, order décor, props, and gear, and maintain detailed pull lists for on-site execution.
• Draft key operational documents including client presentation decks, production schedules, run-of-shows, and contact sheets.
• Coordinate travel, lodging, and transport with travel partners; manage materials for production huddles; and serve as critical hands-on support during on-site activations.
• Maintain fluid, professional communication with internal West Coast team members, external partners, and clients.

Qualifications

• 3+ years of hands-on experience in event coordination, experiential production, or agency project management.
• High proficiency with Mac OS, Google Workspace, and Microsoft Office; experience preparing pitch decks and technical documentation.
• Proven capability in building event budgets, managing line-item expenses, and identifying cost efficiencies.
• Exceptional composure under pressure, with the flexibility to adapt to last-minute production shifts, tight timelines, and changing client demands.
• Strong written and verbal communication skills, including meticulous proofreading and a polished, professional phone and in-person presence.
• Willingness and ability to travel for out-of-town builds and work extended hours, weekends, and holidays as production schedules require.