Events Coordinator

LV Aero, LLC; Cleveland (OH); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Flexjet is seeking an experienced Event Coordinator to plan and execute high-touch experiences that deepen Owner relationships and strengthen brand affinity. This role supports a calendar of luxury events, including aircraft showcases, retention events, and prospect engagements, while managing budgets and vendor contracts.

You will ensure impeccable guest experiences, coordinate logistics, and collaborate with cross-functional teams to uphold Flexjet's premium standards.

Qualifications

• Bachelor's degree in Marketing, Communications, Fashion, Business, Hospitality Management or related field.
• 1–2 years of experience producing high-end, brand-driven events with exceptional hospitality and meticulous execution.
• Engagement with UHNW individuals is a plus.

Responsibilities

• Support development and execution of the annual event calendar
• Coordinate events from planning through completion including showcases, loyalty and retention events, prospect engagements and fundraising
• Manage event logistics: venues, invitations, travel, run-of-show, guest communications and on-site execution
• Ensure event elements reflect luxury standards and cohesive brand experience
• Maintain detailed timelines and ensure on-time deliverables

Skills

Event planning

Budget management

Vendor coordination

Stakeholder communication

PowerPoint

Excel

Relationship building

Travel coordination

Education

Bachelor's degree in Marketing/Communications/Hospitality

Tools

PowerPoint

Excel

Word

Job description

Flexjet and its portfolio of sister brands are seeking an experienced, highly organized, and hospitality-minded Event Coordinator to help bring our brand to life through thoughtfully curated, high-touch experiences and engagements. This role is instrumental in executing events that deepen Owner relationships, strengthen brand affinity, create meaningful prospect connections and reinforce Flexjet's position as one of the world's most distinctive luxury brands.

CORE RESPONSIBILITIES

Event Planning & Execution

• Support the development and execution of the annual event calendar in alignment with broader Global Marketing objectives
• Coordinate assigned events from planning through completion, including aircraft showcases, Owner loyalty and retention events, prospect engagements, internal celebrations and philanthropic fundraising initiatives
• Manage event logistics, including venue coordination, invitations, registration processes, travel arrangements, run-of-show documentation, guest communications and on-site execution
• Ensure all event elements reflect Flexjet’s luxury standards and deliver a cohesive, elevated brand experience
• Maintain detailed project timelines and ensure all deliverables are completed accurately and on schedule

Owner Experience & Hospitality

• Provide world-class service throughout every interaction with Owners, prospects, guests and internal stakeholders
• Serve as a primary point of contact regarding event schedules, credentials, accommodations and logistics
• Support the creation of thoughtful, personalized experiences that strengthen relationships and deepen affinity with the Flexjet brand
• Represent Flexjet professionally and diplomatically in high-touch, high-expectation environments

Project & Budget Management

• Assist in the development and management of event budgets, expense tracking and post-event reconciliation
• Support sponsorship negotiations and vendor contracting efforts to maximize value and event performance
• Prepare event documentation, including run-of-show presentations, briefing materials and post-event recaps
• Compile event metrics and reporting data to support quarterly and annual performance reviews

Vendor & Partner Coordination

• Coordinate and direct vendors and external partners during event planning and on-site execution
• Maintain day-to-day relationships with venues, agencies, promotional partners and hospitality vendors
• Conduct site visits and participate in vendor meetings to ensure operational readiness and executional excellence

Operational Support & Continuous Enhancement

• Identify opportunities to improve event processes, guest engagement and operational efficiency
• Coordinate ordering, organization, inventory and distribution of branded merchandise and promotional materials for Owners, guests and employees
• Support additional marketing initiatives and special projects as business needs evolve within a fast-paced, collaborative environment

QUALIFICATIONS + SKILLS

• Bachelor's degree in Marketing, Communications, Fashion, Business, Hospitality Management, Luxury Brand Management or a related field
• 1–2 years of experience producing high-end, brand-driven events with an appreciation for exceptional hospitality, elevated guest experiences and meticulous execution
• Engagement with ultra-high-net-worth (UHNW) individuals a plus
• Experience within the luxury, hospitality, aviation or premium lifestyle marketplace preferred
• Strong ability to research vendors, conduct market analysis and negotiate contracts while maintaining quality, fiscal responsibility and brand standards
• Proven ability to execute events where brand image, discretion and emotional storytelling are paramount
• Exceptional interpersonal skills with the ability to represent the Flexjet brand confidently, professionally and diplomatically in high-pressure environments
• Comfortable interfacing with executive leadership, creative directors, regional vice presidents and global brand teams while demonstrating sound judgment and professionalism
• Strong problem-solving skills with the flexibility and composure to respond gracefully to last-minute changes and evolving priorities
• Proficiency in Microsoft Office with a focus on PowerPoint, Word and Excel
• Comfortable leading on-site execution teams and vendors with authority, composure and fanatical attention to detail
• Strategic thinker with a positive, proactive and solution-oriented mindset
• Previous experience working with internal creative teams, including design, social, digital, content and multimedia functions preferred
• Highly organized with exceptional attention to detail and the ability to manage multiple priorities and deadlines simultaneously within a fast-paced environment
• Comfortable communicating with C-level executives and representing the organization with maturity, confidence and discretion
• Ability to accept feedback, collaborate effectively and advocate for a clear creative vision while remaining adaptable to changing business needs
• Demonstrated commitment to continuous improvement and a willingness to learn, refine processes and evolve the quality of experiences delivered
• Ability to lift, push and pull up to 75 lbs.
• Valid, in-date passport required
• Position based at Flexjet's corporate headquarters in Cleveland, OH.
• Willingness to travel extensively, including international travel, evenings and weekends as required

Flexjet is an equal-opportunity employer. We aim to choose individuals who have the highest integrity; those who personify genuine concern for customers and fellow employees alike. More than anything, we look for individuals who grasp the importance of trust in an employer/employee relationship.