Assistant Project Manager - Private Events

ZipRecruiter; New York (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading event production firm is looking for an Assistant Project Manager to support private events and special projects. This entry-level role requires a detail-oriented, organized individual passionate about event production. Responsibilities include coordinating events, managing vendor communications, and providing administrative support to ensure seamless execution.

Benefits

Flexible Paid Time Off (PTO)

Health Insurance with company contributions

401(k) with company match

Cell Phone Stipend

Commuter Benefits

Gym Reimbursement

Qualifications

• 1-3 years' experience in events or communications preferred.
• Creative curiosity and positive outlook essential.
• Professional demeanor and impeccable taste required.

Responsibilities

• Assist lead project managers in designing and producing events.
• Coordinate events, including guest lists and printed materials.
• Prepare materials for client meetings and maintain budgets.

Skills

Strong communication

Detail-oriented

Multitasking

Proactive work ethic

Computer skills (Excel, PowerPoint)

Education

Bachelor’s degree or equivalent experience

Tools

InDesign

Illustrator

AutoCAD

Adobe Suite

Job description

Event Project Manager – Van Wyck

Company Description

Van Wyck & Van Wyck is a highly regarded environmental design and event production firm headquartered in New York City. We produce bespoke celebrations ranging from stunning weddings on beaches and mountaintops to international destination experiences.

www.vanwyck.net

Workshop designs and produces engaging events that communicate a brand’s message. We build experiences that create compelling content, heighten brand loyalty, and influence purchase behavior.

www.workshopworldwide.com

Our two sister companies are distinguished by innovative designs and an unsurpassed level of service, with over 20 years of experience. We are a dynamic, creative, and growth-oriented team with high production values.

Position

Van Wyck is seeking a detail-oriented Assistant Project Manager to support our private events and special projects. This entry-level role is ideal for a highly organized and driven individual passionate about event production and committed to excellence. You will work closely with senior team members, providing project management and administrative support to ensure seamless event execution that meets our high standards. This is a unique opportunity to grow within a creative and fast-paced environment.

Responsibilities

1. Assist lead project managers in designing and producing events
2. Vendor research, outreach, and communication
3. Coordinate events, including guest lists, printed materials, and favors/gifts
4. Organize permits, insurance certificates, and other event requirements
5. Prepare materials for client meetings, process invoices, maintain budgets, create/update production documents, and write thank you notes
6. Support client services, design, and production based on experience
7. Assist with client communications
8. Schedule and confirm staff for events
9. Arrange travel for the production team
10. Track and document event expenses
11. Provide on-site event assistance
12. Review new vendors or manage programs as needed
13. Perform general office and administrative tasks, such as answering phones

Benefits at Van Wyck & Van Wyck

• Paid Time Off (PTO): Flexible, discretionary PTO with manager approval
• Health Insurance: Medical, dental, vision plans with company contributions and FSA/HSA options
• Memberships: Complimentary Primary Care and Mental Health support via One Medical and Talkspace
• Retirement Plan: 401(k) with company match after six months
• Cell Phone Stipend: $100/month after three months
• Commuter Benefits: Pre-tax transit and parking benefits
• Gym Reimbursement: $400 annually for enrolled employees

Required Qualifications & Skills

• Creative curiosity and positive outlook
• Strong communication and writing skills
• Ability to multitask and prioritize
• Proactive and independent work ethic
• Highly detail-oriented, dependable, responsible, and ethical
• Professional demeanor and impeccable taste
• Strong computer skills, especially in Excel and PowerPoint
• Flexible hours and ability to travel for events and site visits

Preferred Qualifications

• 1-3 years' experience in events, communications, preferably in luxury
• Bachelor’s degree or demonstrated curiosity and learning desire
• Experience with InDesign, Illustrator, or similar design software
• Knowledge of AutoCAD, Adobe Suite, or presentation programs is a plus

Van Wyck & Van Wyck and Workshop are proud to be Equal Opportunity Employers. We do not discriminate based on various protected statuses.

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