Event Coordinator

Aviator Nation Dreamland; Malibu (CA); On-site; USD 65,000 - 95,000; Full time

Job summary

Aviator Nation Dreamland in Malibu seeks an experienced Events Coordinator to lead on-site activations and private/community events from planning through execution. You will manage timelines, budgets, and vendors, coordinating with marketing, F&B, and operations to ensure seamless event days.

Responsibilities include vetting inquiries, producing run-of-show docs, directing event-day staff, and handling post-event reports.

Qualifications

• 2-3+ years in event coordination or related hospitality/entertainment role.
• Highly organized with strong attention to detail and the ability to manage multiple events.
• Be punctual, reliable, organized, and detail-oriented, leading by example for event-day staff.
• Strong vendor management, problem-solving, and decision-making skills under pressure.

Responsibilities

• Coordinate on-site activations and events from planning to completion.
• Serve as on-site logistics lead for assigned events, ensuring all departments are prepared and event days run smoothly.
• Build and maintain event timelines, budgets, and vendor relationships in partnership with the Director of Events & Live Experiences.
• Bridge communication between the events, marketing, F&B, and operations teams.
• Uphold company policies and ensure consistency and safety across all event operations.

Skills

Event coordination

Vendor management

Communication

Timeline management

Leadership

Attention to detail

Organization

Google Apps

Ticketing platforms

Hospitality experience

Tools

TIXR

Audience Republic

BIT

Toast

Google Sheets

Google Docs

Google Slides

Gmail

Job description

Core Responsibilities

• Coordinate and execute Dreamland's on-site activations, private events, and community events from planning through completion
• Serve as the on-site logistics lead for assigned events, ensuring all departments are prepared and event days run smoothly
• Build and maintain event timelines, budgets, and vendor relationships in partnership with the Director of Events & Live Experiences
• Bridge communication between the events, marketing, F&B, and operations teams
• Uphold company policies and ensure consistency and safety across all event operations

Event Planning & Execution

• Vetting & regulating the Dreamland Events email for both artist & private party inquiries
• Build and manage private and community event timelines, run-of-show documents, and production schedules
• Coordinate with vendors and service providers
• Create and track event budgets; process invoices, deposits, and payments for event-related purchases in partnership with the Director of Events & Live Experiences
• Coordinate with the marketing team to align event menus, signage, and all other customization needs
• Oversee day-of load-in, setup, load-out, and breakdown logistics
• Act as on-site manager for assigned events, directing event-day staff and troubleshooting issues as they arise (e.g.,vendor delays, guest disputes, parking or logistics issues)
• Escalate significant on-site issues (safety, security, legal) to the Director of Events & Live Experiences
• Support post-event reporting, including recaps, budget reconciliation, and feedback gathering

Client Relations Support

• Coordinate hospitality logistics for artists and clients, including greenroom needs, riders, parking, and guest lists for all private and community events in coordination with the Directors
• Serve as a point of contact for clients and vendors
• Maintain accurate records of artist, vendor, and client information and communications
• Support the Directors in maintaining relationships with clients, sponsors, and the local community

Skills & Qualifications

• 2-3+ years of experience in event coordination, production, or a related hospitality/entertainment role
• Highly organized with strong attention to detail and the ability to manage multiple events and timelines at once
• Be punctual, reliable, organized, and detail-oriented, leading by example for event-day staff
• Strong vendor management, problem-solving, and decision-making skills under pressure
• Confident leading and directing event-day staff and vendors
• Strong written and verbal communication and follow-through skills
• Proficient in Google Sheets, Docs, Slides, and Gmail
• Familiarity with ticketing and event platforms (TIXR, Audience Republic, BIT) and payment/invoicing tools (Toast)preferred
• Availability to work nights, weekends, and holidays based on the events calendar

Physical Requirements & Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfullyperform the essential functions of this job.

• Ability to kneel, bend, stoop, crouch, reach, climb, walk, and stand for long durations of time.
• Ability to move and lift equipment and supplies of up to 51 pounds.
• Vision abilities include close, distance, color peripheral, and depth perception.
• The noise level in the work environment is moderate.

EEO Statement

Aviator Nation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, nationalorigin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or anyother characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion,termination, layoff, recall, transfer, leaves of absence, compensation, and training.