Event Coordinator – Private & Experiential Events

Aviator Nation Dreamland; Malibu (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Aviator Nation Dreamland is seeking an on-site Events Coordinator to lead private, community, and Dreamland activations from planning through completion. You will manage timelines, budgets, and vendor relationships, ensuring smooth event days and cross-team coordination with marketing, F&B, and operations.

Ideal candidates are highly organized, with 2–3+ years in event coordination, strong vendor relations, and the ability to lead event-day staff and solve issues under pressure.

Qualifications

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

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 with the Director of Events & Live Experiences.
• Bridge communication between events, marketing, F&B, and operations teams.
• Uphold company policies and ensure consistency and safety across all event operations.
• Vet and regulate the Dreamland Events email for artist and private party inquiries.
• Create and manage private and community event timelines, run-of-show documents, and production schedules.
• Coordinate with vendors and service providers; manage budgets, invoices, deposits, payments.
• Coordinate with marketing to align menus, signage, and customization needs.
• Oversee load-in, setup, load-out, and breakdown logistics; act as on-site manager for events.
• Escalate on-site issues to the Director of Events & Live Experiences.
• Support post-event reporting, including recaps, budget reconciliation, and feedback gathering.
• Coordinate hospitality logistics for artists and clients, including greenrooms, riders, and guest lists.

Skills

Event coordination

Attention to detail

Vendor management

Communication

Staff leadership

Google Workspace

Ticketing platforms

Availability nights/weekends

Tools

Google Sheets

Google Docs

Google Slides

Gmail

TIXR

Audience Republic

BIT

Toast

Job description

*Non-music related events + Private events*

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 50 pounds.
• Vision abilities include close, distance, color peripheral, and depth perception.
• The noise level in the work environment is moderate.

This job description is not exhaustive, and you may be required to carry out other duties as requested.

EEO Statement

Aviator Nation provides equal employment opportunities to all employees and applicants for employment andprohibits 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.