Event Coordinator, Live Events

Convene Hospitality Group; New York (NY); On-site; USD 33,000 - 44,000; Full time

Benefits offered by this job

Health & Wellness

Time Off & Balance

Financial Growth

Development & Recognition

Community & Impact

Job summary

Convene Hospitality Group in New York is seeking an Event Operations Coordinator to support end-to-end meetings and events, acting as a bridge between planning and on-the-floor operations. The role is a full-time hourly position requiring flexibility for early mornings, evenings, and weekend events.

The ideal candidate will have at least 2 years in hospitality or event operations, a service-first mindset, and strong organizational skills.

Qualifications

• Minimum 2 years’ hospitality or event operations experience.
• Service-first mindset with problem-solving and composure under pressure.
• Highly organized with ability to multitask in a high-pressure setting.
• Proficiency in Salesforce, Social Tables, Google Suite; familiarity with PM tools.

Responsibilities

• Support end-to-end execution of meetings and events with Producers.
• Coordinate logistics: load-in/load-out, freight, security, vendor meals, arrivals.
• Manage vendor orders for rentals, entertainment, catering, and marketing.
• Create Program Execution Orders, floorplans, and process post-contract invoices.
• Act as primary client contact to translate vision into operations.
• Produce run-of-show, production schedules, calendars, signage, and PEOs.
• Assist with site tours and execute Surprise & Delight moments.
• Provide on-the-floor support during peak times and early/late hours.
• Ensure on-day needs for culinary, service, AV, and vendors are met.
• Supervise setups/breakdowns and track client assets post-event.
• Coordinate with building management on security and facility issues.
• Manage vendor compliance and third-party partnerships for enhancements.
• Handle administrative tasks including security checks and invoice processing.
• Maintain internal event calendars and cross-department communications.
• Organize office supplies and contribute to SOPs and team events.

Skills

Hospitality operations

Event coordination

Vendor management

Salesforce

Social Tables

Google Workspace

JIRA/ClickUp

Communication

Physical stamina

Tools

Salesforce

Social Tables

Google Workspace

JIRA

ClickUp

Job description

Convene Hospitality Group (CHG) operates a global portfolio of lifestyle brands focused on creating places and experiences that bring people together. The company designs, develops, and operates hospitality-driven destinations to host gatherings of all kinds, ranging from small corporate meetings to immersive brand activations and beyond. We love bringing people together in person, and that passion for great experiences extends to our employees as well. If you're interested in creating inspiring moments of connection, consider joining our team.

Event Operations Coordinator | The Mallory, NYC

About The Mallory:

The Mallory is Convene Hospitality Group’s premier new event destination located within the historic Terminal Warehouse in West Chelsea, New York. Reimagined from a landmark 19th-century freight hub into a dynamic 50,000-square-foot venue, The Mallory blends original industrial architecture with modern design and technology to host everything from galas and fashion shows to weddings and private celebrations for up to 550 guests. We are building a hospitality-oriented team dedicated to delivering thoughtful, high-touch experiences for every client and guest who step through our doors. Learn more about our space at: https://www.themallorynyc.com.

About The Role:

As we continue building our opening team, we are seeking an Event Operations Coordinator to support the end-to-end execution of all meetings and events, both internal and external, serving as a vital bridge between the planning phase and on-the-floor operations. Reporting to the Senior Event Producer, this role provides high-level administrative and tactical support to the Event Production team to ensure seamless event delivery. This is a full-time hourly position that requires flexibility for early morning, evening, and weekend event coverage.

Event Support & Production Coordination:

• Support the Event Producers in the end-to-end execution of meetings and events.
• Coordinate event logistics including but not limited to load-in/load-out, freight, security, vendor meals, and vendor arrivals.
• Place and manage vendor orders including but not limited to rentals, entertainment services, marketing materials, catering, etc.,
• Provide support and take ownership of smaller meetings and events as assigned by the Sr. Event Producer ("SEP"), including the creation of Program Execution Orders ("PEO"), floorplan diagrams, and the processing of invoices for post-contract additions.
• Act as the primary point of contact for designated clients, ensuring their vision is translated into a successful operational reality.
• Create, distribute, and manage essential event materials including but not limited to the run-of-show, production schedules (timing & action), property event calendar, signage, and Program Execution Orders (PEOs).
• Assist with site tours and execute "Surprise & Delight" moments for clients.
• Provide on-the-floor support during peak event times and fringe hours (early mornings/late evenings).
• Serve as a secondary point of contact for clients on event days, ensuring all culinary, service, AV, and vendor needs are met.
• Supervise event setups and breakdown to ensure proper execution, while tracking client assets and storing them properly post-event.

Operations & Administrative Coordination:

• Partner with building management on security, maintenance, and facility issues; facilitate and administer proper procedure when necessary.
• Manage vendor compliance and coordinate with third-party partners (florists, musicians, etc.) for event enhancements.
• Assist with administrative tasks including security checkpoints, declining checkbooks, facilitate invoice processing for AP, creation of client invoices, and post-contract add-ons.
• Manage internal event calendars and communications across departments (Commercial, Production, Service).
• Manage and monitor office supplies, assist with codifying and memorializing SOPs and best practices, and organize team outings.

What We Look For

• Experience: Minimum 2 years’ experience in hospitality or event operations.
• Mindset: A service-first mindset with strong problem-solving skills and the ability to stay cool under pressure.
• Organization: Highly organized and comfortable multitasking in a high-pressure environment.
• Technical Skills: Proficiency in or ability to learn Salesforce, Social Tables, Google Suite, and project management tools like JIRA or ClickUp.
• Physical Requirements: Ability to move/lift objects up to 25 pounds and stand or walk for extended periods.

Compensation:

The above job definition information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Job duties and responsibilities are subject to change based on changing business needs and conditions.

Full Time Hourly Rate : $28/hour with overtime eligibility for hours worked over 40/week.

This role is also eligible for Convene's annual incentive performance bonus plan.

This information reflects the anticipated base salary range for this position based on current national data. Minimums and maximums may vary based on location. Individual pay is based on skills, experience and other relevant factors.

At Convene Hospitality Group, we want you to feel supported in every part of your life. Here’s what you can expect:

• Health & Wellness: Day-one health coverage for you and your family, 24/7 virtual care, emotional well-being support, and fertility & family planning benefits. Because your well-being matters, inside and outside of work.
• Time Off & Balance: Generous PTO, your birthday off (because, of course!), paid parental leave, and a year-end holiday closure to recharge.
• Financial Growth: 401K with company match and support for education, courses, and certifications. We invest in you so you can grow personally and professionally.
• Development & Recognition: Ongoing career growth opportunities plus recognition programs to celebrate milestones.
• Community & Impact: Volunteer and give-back opportunities, and the chance to make a real impact in the work you do.

At Convene Hospitality Group, we believe great teams are built by bringing together people with different backgrounds, perspectives, and experiences. Our values of GRIT (Genuine, Relentless, Integrity, and Teamwork) shape how we show up for each other every day. We want everyone here to feel welcome, supported, and free to be themselves. If you're excited to grow, learn, and make an impact, we'd love to have you on the team.

Convene Hospitality Group is proud to be an equal opportunity employer. We welcome applicants of all backgrounds, experiences, and perspectives.