On-Site Events Lead & Experience Coordinator

Aviator Nation; Malibu (CA); On-site; USD 60,000 - 95,000; Full time

Job summary

Aviator Nation is seeking an on-site Events Coordinator to lead Dreamland's activations and community events from planning through completion, ensuring every detail aligns with brand standards.

You will oversee event logistics, timelines, budgets, vendor relationships, and cross-team collaboration, acting as on-site manager, guiding staff, solving issues, and coordinating with marketing, F&B, and operations.

Qualifications

• 2-3+ years of experience in event coordination, production, or a related hospitality/entertainment role
• Highly organized with strong attention to detail and the ability to manage multiple events and timelines at once
• Strong vendor management, problem-solving, and decision-making skills under pressure
• Confident leading and directing event-day staff and vendors
• Strong written and verbal communication and follow-through skills
• Proficient in Google Sheets, Docs, Slides, and Gmail
• Familiarity with ticketing and event platforms (TIXR, Audience Republic, BIT) and payment/invoicing tools (Toast) preferred

Responsibilities

• Coordinate and execute Dreamland's on-site activations, private events, and community events from planning through completion
• Serve as the on-site logistics lead for assigned events, ensuring all departments are prepared and event days run smoothly
• Be punctual, reliable, organized, and detail-oriented, leading by example for event-day staff
• Build and maintain event timelines, budgets, and vendor relationships in partnership with the Director of Events & Live Experiences
• Bridge communication between the events, marketing, F&B, and operations teams
• Uphold company policies and ensure consistency and safety across all event operations
• Vetting & regulating the Dreamland Events email for both artist & private party inquiries
• Build and manage private and community event timelines, run-of-show documents, and production schedules
• Coordinate with vendors and service providers
• Create and track event budgets; process invoices, deposits, and payments for event-related purchases in partnership with the Director of Events & Live Experiences
• Coordinate with the marketing team to align event menus, signage, and all other customization needs
• Oversee day-of load-in, setup, load-out, and breakdown logistics
• Act as on-site manager for assigned events, directing event-day staff and troubleshooting issues as they arise
• Escalate significant on-site issues to the Director of Events & Live Experiences
• Support post-event reporting, including recaps, budget reconciliation, and feedback gathering
• Coordinate hospitality logistics for artists and clients, including greenroom needs, riders, parking, and guest lists for all private and community events in coordination with the Directors
• Serve as a point of contact for clients and vendors
• Maintain accurate records of artist, vendor, and client information and communications
• Support the Directors in maintaining relationships with clients, sponsors, and the local community

Skills

Event coordination

Vendor management

Staff leadership

Communication

Google Workspace

Ticketing platforms

Availability nights/weekends

Tools

TIXR

Audience Republic

BIT

Toast

Google Sheets

Google Docs

Google Slides

Job description

Aviator Nation is seeking an on-site Events Coordinator to lead Dreamland's activations and community events from planning through completion, ensuring every detail aligns with brand standards.

You will oversee event logistics, timelines, budgets, vendor relationships, and cross-team collaboration, acting as on-site manager, guiding staff, solving issues, and coordinating with marketing, F&B, and operations.