Event Producer

Jobtailor; New York (NY); On-site; USD 70,000 - 95,000; Part time

Job summary

Arc XP seeks a part-time Event Coordinator to lead day-to-day production for a two-day Customer Advisory Board in New York City. You will coordinate with an external events vendor to validate venue and logistics, including room flow, capacity, AV, and reception requirements.

You will build and manage the Run of Show, speaker logistics, materials, AV checks, and stage timing, and coordinate travel and hotel blocks for attendees and speakers.

Qualifications

• Experience producing or coordinating in-person corporate, customer, or executive events.
• Strong project management and organizational skills, with the ability to manage timelines, logistics, vendors, speakers, and multiple concurrent priorities.
• Experience coordinating event venues, AV requirements, room configurations, travel, accommodations, and on-site event logistics.
• Experience with event marketing and attendee communications, including invitations, reminders, event information, surveys, and follow-up communications.
• Experience using HubSpot or a comparable marketing automation or event-registration platform.
• Strong written communication skills and experience developing event-related communications and email copy.
• Strong interpersonal and stakeholder-management skills, with the ability to coordinate effectively with vendors, internal teams, speakers, and attendees.
• Ability to provide on-site support in New York City for November 11–13, 2026.
• Ability to work independently within a part-time, limited-scope, project-based engagement and take ownership of deliverables through completion.

Responsibilities

• Lead day-to-day event production and coordination for a two-day Customer Advisory Board event.
• Coordinate with Arc XP’s third-party events vendor to validate venue and logistics decisions, including room flow, capacity, AV, and reception requirements.
• Build and manage the detailed Run of Show, setup schedule, speaker logistics, presentation materials, AV checks, and stage timing.
• Coordinate travel and accommodation logistics for Customer Advisory Board members and speakers.
• Secure a hotel room block for participating Arc XP employees.
• Manage event marketing operations in HubSpot, including campaign and landing page setup, invitations, reminders, attendee communications, surveys, and post-event follow-up.
• Oversee on-site production, including room setup, registration, badge management, programming transitions, breakout sessions, meals, reception logistics, tear-down, and vendor wrap-up.
• Partner with stakeholders, vendors, speakers, and attendees to resolve issues and maintain a coordinated event experience.

Skills

Event Production

Project Management

HubSpot Marketing Operations

Stakeholder Management

On-Site Event Support

Tools

HubSpot

Event-Registration Platforms

Job description

• Lead day-to-day event production and coordination for a two-day Customer Advisory Board event
• Coordinate with Arc XP’s third-party events vendor to validate venue and logistics decisions, including room flow, capacity, AV, and reception requirements
• Build and manage the detailed Run of Show, setup schedule, speaker logistics, presentation materials, AV checks, and stage timing
• Coordinate travel and accommodation logistics for Customer Advisory Board members and speakers
• Secure a hotel room block for participating Arc XP employees
• Manage event marketing operations in HubSpot, including campaign and landing page setup, invitations, reminders, attendee communications, surveys, and post-event follow-up
• Oversee on-site production, including room setup, registration, badge management, programming transitions, breakout sessions, meals, reception logistics, tear-down, and vendor wrap-up
• Partner with stakeholders, vendors, speakers, and attendees to resolve issues and maintain a coordinated event experience

Requirements

• Experience producing or coordinating in-person corporate, customer, or executive events
• Strong project management and organizational skills, with the ability to manage timelines, logistics, vendors, speakers, and multiple concurrent priorities
• Experience coordinating event venues, AV requirements, room configurations, travel, accommodations, and on-site event logistics
• Experience with event marketing and attendee communications, including invitations, reminders, event information, surveys, and follow-up communications
• Experience using HubSpot or a comparable marketing automation or event-registration platform
• Strong written communication skills and experience developing event-related communications and email copy
• Strong interpersonal and stakeholder-management skills, with the ability to coordinate effectively with vendors, internal teams, speakers, and attendees
• Ability to provide on-site support in New York City for November 11–13, 2026
• Ability to work independently within a part-time, limited-scope, project-based engagement and take ownership of deliverables through completion

Core Competencies

Demonstrates expertise in event production and coordination, with a strong focus on project management, logistics, and stakeholder engagement. Proficient in using HubSpot for event marketing and communications, ensuring a seamless experience for all participants.

Highest-signal resume keywords

• Event Production Coordination
• Project Management
• HubSpot Marketing Operations
• Stakeholder Management
• On-Site Event Support

Hard Skills

• Event Coordination
• Logistics Management
• AV Requirements Coordination
• Travel Coordination
• Event Marketing
• Email Communication Development
• Room Configuration Management
• Registration Management
• Survey Management
• Timeline Management

Soft Skills

• Organizational Skills
• Interpersonal Skills
• Written Communication Skills

Industry Keywords

• Customer Advisory Board
• Corporate Events
• Executive Events
• On-Site Support
• Vendor Coordination

Tools & Technologies

• HubSpot
• Event-Registration Platforms