NYC Onsite Events Associate — Detail-Driven & Fast

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

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.