Entry-level events/logistics coordinator

Saicon; New York (NY); On-site; USD 30,000 - 47,000; Part time

Job summary

ESPN VIP Experiences in New York is seeking a Temporary Coordinator to provide administrative, logistical, and event-support assistance for VIP programs. You will help with on-site execution, materials, guest lists, and vendor coordination while ensuring accurate records and timely communication.

The role requires detail-oriented support across cross-functional teams in a fast-paced sports/hospitality environment, with duties covering planning, budgeting, and post-event closeout.

Qualifications

• Bachelor’s degree or equivalent in Marketing, Business, Sports Management, Communications, Hospitality, or related field.
• Minimum 1 year of experience in marketing, events, sports, entertainment, hospitality, guest service, administration, or related field.
• Outstanding administrative skills with accuracy, follow-through, and attention to detail.
• Ability to work independently and collaboratively within a team.
• Strong organizational skills to support multiple projects in a fast-paced live-event environment.
• Proficiency in Microsoft Excel, Word, Outlook, PowerPoint, and design/presentation tools such as PowerPoint and Canva.
• Strong written and verbal communication with a service-oriented approach.
• Ability to handle confidential information with discretion.

Responsibilities

• Coordinate printed materials, digital assets, and branded collateral for on-site execution.
• Assist with hotel rooming lists, guest lists, credential information, signage, and guest-facing materials.
• Support premium ordering, inventory management, shipping coordination, and team supplies.
• Communicate professionally with internal departments and cross-functional partners.
• Assist with invoice processing, budget tracking, vendor documentation, and financial records.
• Compile guest information, update planning documents, and coordinate schedules.
• Provide on-site support including guest check-ins, materials organization, and issue escalation.
• Maintain organized event files, trackers, distributions, and vendor information.
• Take notes, follow up on items, and help maintain vendor load-in/load-out information.

Skills

Administrative skills

Attention to detail

Communication

Time management

Microsoft Excel

Canva

Education

Bachelor’s degree in Marketing, Business, Sports Management, Communications, Hospitality

Tools

PowerPoint

Canva

Microsoft Excel

Job description

Departmental Summary: ESPN VIP Experiences is a pillar of the overall ESPN Experiences team. ESPN Experiences’ mission includes driving revenue and reinforcing brand loyalty with our most important clients, partners, executives, and stakeholders through premier hospitality, unprecedented access, branded event environments, and best-in-class guest experiences. VIP Experiences plays a crucial role in bringing this strategy to life through thoughtful planning, detailed execution, cross-functional collaboration, and elevated service across ESPN’s most high-profile events and programs.

Position Summary

The Temporary Coordinator, VIP Experiences will provide administrative, logistical, and event-support assistance for the VIP Experiences team. This role will assist with event preparation, branded and printed materials, digital collateral, hotel rooming lists, guest lists, credential coordination, premium ordering and tracking, vendor and stakeholder communication, invoice processing, budget tracking, on-site execution, and post-event organization. The position requires strong attention to detail, sound judgment, professional communication, and the ability to support multiple time-sensitive projects in a fast-paced sports, entertainment, hospitality, and live-event environment.

Responsibilities

• Coordinate printed materials, digital assets, branded collateral, and other event-support materials for on-site execution.
• Assist with hotel rooming lists, event guest lists, credential information, signage needs, event documents, and guest-facing materials.
• Support premium ordering, tracking, inventory management, shipping coordination, and organization of team supplies and event materials.
• Communicate professionally with internal departments and cross-functional partners to support accurate information sharing and timely event preparation
• Assist with invoice processing, budget tracking, vendor documentation, and maintenance of accurate financial and administrative records.
• Support event preparation by compiling guest information, updating planning documents, organizing schedules, tracking deliverables, and coordinating details across internal partners, vendors, agencies, venues, and stakeholders.
• Provide on-site event support as needed, including guest check-in assistance, materials organization, issue escalation, vendor coordination, staff support, and post-event closeout.
• Help maintain organized event files, trackers, distribution lists, vendor information, planning notes, and other departmental materials.
• Take notes during planning meetings, support follow-up items, assist with appointment scheduling, and help maintain vendor load-in/load-out information or other event timelines as directed.
• Partner professionally with internal teams, external vendors, venues, agencies, business stakeholders, talent/guest support contacts, and other partners to uphold a high standard of service and execution.

Qualifications

• Minimum of 1 year of experience in marketing, events, sports, entertainment, hospitality, guest service, administration, or a related field.
• Outstanding administrative skills, including strong accuracy, follow-through, organizational discipline, and attention to detail.
• Ability to work both independently and collaboratively within a team setting.
• Highly organized and able to support multiple projects, shifting priorities, and time-sensitive deliverables in a fast-paced live-event environment.
• Proficiency in Microsoft Excel, Word, Outlook, PowerPoint, and design or presentation tools such as PowerPoint and Canva.
• Strong written and verbal communication skills, with a professional, service-oriented approach.
• Ability to communicate across a variety of internal departments in a highly matrixed organization.
• Ability to handle confidential information with discretion and sound judgment.
• Comfort supporting event logistics, hospitality operations, guest lists, credentials, premiums, branded materials, vendor coordination, and on-site execution.
• Ability to work both independently and collaboratively across internal teams, partners, venues, leagues, vendors, and agencies.

Required Education

• Bachelor’s degree or equivalent experience in Marketing, Business, Sports Management, Communications, Hospitality, or a related field.

Additional Information: Ability to work nights, weekends, holidays, travel, or on-site event coverage as leadership deems necessary