Experiential Events Lead: Private & On-site Activations

Aviator-Nation-544d1ad; Nashville (TN); On-site; USD 52,000 - 75,000; Full time

Job summary

Aviator Nation in Nashville is seeking an experienced Events Coordinator to manage on-site activations, private events, and community gatherings from planning through execution. You will lead on-site logistics, build timelines and budgets, manage vendors, and coordinate with marketing, F&B, and operations to ensure flawless events.

Strong communication and the ability to supervise staff are essential. This role requires availability for nights, weekends, and holidays based on the events

Qualifications

• 2-3+ years in event coordination, production, or related hospitality/entertainment role.
• Highly organized with strong attention to detail; able to manage multiple events and timelines.
• Strong vendor management, problem-solving, and decision-making under pressure.
• Confident leading event-day staff and vendors.
• Strong written and verbal communication and follow-through skills.
• Proficient in Google Sheets, Docs, Slides, and Gmail.
• Familiar with ticketing platforms (TIXR, Audience Republic, BIT) and payment/invoicing tools (Toast).
• Available to work nights, weekends, and holidays as per events calendar.

Responsibilities

• Coordinate and execute on-site activations and events from planning to completion.
• Serve as on-site logistics lead, ensuring smooth event days.
• Maintain event timelines, budgets, and vendor relationships with the Director.
• Communicate across events, marketing, F&B, and operations teams.
• Oversee load-in/out, setup, and breakdown; troubleshoot on-site issues.
• Support post-event reporting and budget reconciliation.

Skills

Event coordination

Attention to detail

Vendor management

Leadership

Communication

Google Workspace

Ticketing tools

Flexible schedule

Tools

Google Workspace

Toast

TIXR

Audience Republic

BIT

Job description

Aviator Nation in Nashville is seeking an experienced Events Coordinator to manage on-site activations, private events, and community gatherings from planning through execution. You will lead on-site logistics, build timelines and budgets, manage vendors, and coordinate with marketing, F&B, and operations to ensure flawless events.

Strong communication and the ability to supervise staff are essential. This role requires availability for nights, weekends, and holidays based on the events