Events Associate

Current Openings; New York (NY); On-site; USD 85,000 - 90,000; Full time

Benefits offered by this job

Health coverage

Dental coverage

Vision coverage

Unlimited PTO

Job summary

Smooth Media is seeking an Events Associate in New York City to drive the execution of live events from load-in to breakdown. You will manage budgets, run-of-shows, vendor communications, and guest experience details while staying calm under pressure and ensuring a flawless attendee journey.

Ideal candidates have 2–4 years in events, are NYC-based, and can handle evenings as well as weekend event dates. The role reports to the COO and collaborates with the Events Producer.

Qualifications

• 2–4 years in events or related field.
• Experience working events onsite, not just planning.
• Highly organized with trackers, checklists and timelines.
• Able to move fast, follow up, and solve problems.
• Excellent people skills for vendors, creators, and crew.
• NYC-based (in office Mon-Thurs) and available for evenings/weekends around event dates.

Responsibilities

• Build and maintain the operational backbone of every event: timelines, run-of-shows, vendor trackers, budgets, and production docs.
• Coordinate vendors and venues day to day — source quotes, chase COIs, confirm deliveries, manage load-in/load-out schedules.
• Run guest experience logistics: RSVP lists, invites, check-in, seating, name badges, guest comms before and after.
• Handle signage, print, swag, shipping, storage, and ensuring materials are ready on time.
• Support creators and their teams on event day with prep, briefing docs, and on-site support.
• Be onsite for setup, show, and breakdown; solve problems in real time.
• Assist Brand Partnerships with sponsor activations and asset delivery.
• Run post-event wrap-up: invoices, payments, photo/video delivery, recap decks.

Skills

Event coordination

Vendor management

On-site operations

Budget tracking

Communication

Job description

About Smooth

Smooth Media is the talent management company for knowledge creators — the people teaching, explaining, and breaking down the world through smart, insightful content. We serve as a true strategic partner to our creators — an extension of their team that helps them run, grow, and professionalize their business.

About the Role

Reports to: COO

As an Events Associate at Smooth, you’ll be the person making our events actually happen. You’ll report to our COO and work closely with our Events Producer, supporting them on budget and vendor execution while owning the day to day details that bring each event to life, from run of show docs to being on the floor during load in. This role is for someone who is fast, detail obsessed, and has strong opinions about how a room should look and feel.

What you’ll do

• Build and maintain the operational backbone of every event: timelines, run-of-shows, vendor trackers, budgets, and production docs
• Coordinate vendors and venues day to day — source quotes, chase COIs, confirm deliveries, manage load-in and load-out schedules
• Run guest experience logistics: RSVP lists, invites, check-in, seating, name badges, guest comms before and after
• Handle the physical stuff: signage, print, swag, shipping, storage, and making sure boxes are where they need to be when they need to be there
• Support creators and their teams on event day with prep, briefing docs, and anything they need to show up ready
• Be onsite for setup, show, and breakdown , and solve problems in real time without needing to be asked
• Help our Brand Partnerships team deliver on sponsor commitments, including activation logistics and photo or recap assets
• Run post-event wrap-up: invoices, vendor payments, photo and video delivery, recap decks, and notes on what to fix next time

What we’re looking for

• 2–4 years in events, experiential, production, hospitality, or a related field
• Experience working events onsite, not just planning them from a desk
• You’re organized to an unusual degree — trackers, checklists, and timelines are how your brain already works, and nothing falls through the cracks on your watch
• You move fast and follow up — you chase the vendor who hasn’t responded, you confirm the thing twice, you send the recap without being asked
• You’re good with people — you’ll be emailing vendors, texting creators, and briefing a crew on the same day, and you can shift tone and keep everyone aligned
• You stay calm when things break — something always breaks: the van is late, the AV guy no-showed, the venue moved us; you solve it and keep it moving
• Must be NYC-based (in office Mon-Thurs) and available for evenings and occasional weekends around event dates

What we can offer

• Salary: $85,000-$90,000
• Health, dental, and vision coverage
• Unlimited PTO (minimum 10 days annually)

Smooth Media is an equal opportunity employer committed to fostering an inclusive and diverse workplace. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other legally protected status.