Event Coordinator

Aviator-Nation-544d1ad; Malibu (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

Aviator Nation in Malibu, CA is seeking an experienced Event Coordinator to lead on-site activations, private events, and community gatherings. You will manage timelines, budgets, vendor relationships, and cross‑team collaboration to ensure flawless event days.

This role requires 2–3+ years in event coordination, strong organization, and ability to thrive under pressure. Availability for nights, weekends, and holidays; proficient with Google Suite; experience with ticketing platforms and

Qualifications

• 2-3+ years of experience in event coordination, production, or a related hospitality/entertainment role.
• Strong vendor management, problem-solving, and decision-making skills under pressure.
• Excellent written and verbal communication with cross-functional teams.

Responsibilities

• Coordinate and execute on-site activations, private events, and community events from planning through completion.
• Serve as on-site logistics lead, ensuring all departments are prepared and event days run smoothly.
• Build event timelines, budgets, and vendor relationships with the Director of Events & Live Experiences.
• Bridge communication between events, marketing, F&B, and operations teams.
• Oversee load-in, setup, and breakdown, and act as on-site manager for assigned events.

Skills

Event coordination

Production

Hospitality

Entertainment

Vendor management

Communication

Tools

TIXR

Audience Republic

BIT

Toast

Job description

Core Responsibilities

• Coordinate and execute Dreamland's on-site activations, private events, and communityevents from planning through completion


• Serve as the on-site logistics lead for assigned events, ensuring all departments areprepared and event days run smoothly


• Be punctual, reliable, organized, and detail-oriented, leading by example for event-day staff


• Build and maintain event timelines, budgets, and vendor relationships in partnership with theDirector 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, andproduction schedules


• Coordinate with vendors and service providers


• Create and track event budgets; process invoices, deposits, and payments forevent-related purchases in partnership with the Director of Events & Live Experiences


• Coordinate with the marketing team to align event menus, signage, and all other customizationneeds


• Oversee day-of load-in, setup, load-out, and breakdown logistics


• Act as on-site manager for assigned events, directing event-day staff and troubleshootingissues 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 theDirectors


• 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, andthe local community

Skills & Qualifications

• 2-3+ years of experience in event coordination, production, or a relatedhospitality/entertainment role


• Highly organized with strong attention to detail and the ability to manage multiple eventsand timelines at once


• 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) andpayment/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 successfully perform the essential functions of this job.

• Ability to kneel, bend, stoop, crouch, reach, climb, walk, and stand for longdurations of time.


• Ability to move and lift equipment and supplies of up to 50 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 foremployment and prohibits discrimination and harassment of any type without regard to race, color,religion, age, sex, national origin, disability status, genetics, protected veteran status, sexualorientation, gender identity or expression, or any other characteristic protected by federal, state, orlocal 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.