On-site Events Lead: Private & Community Activations

Aviator Nation; Nashville (TN); On-site; USD 42,000 - 56,000; Full time

Job summary

Aviator Nation is seeking an experienced Events Coordinator to manage on-site activations, private, and community events from planning through completion. You will serve as the on-site logistics lead, ensuring all departments are prepared and event days run smoothly.

Based in Nashville, you will build timelines and budgets, manage vendors, coordinate with marketing, F&B, and operations, and act as on-site manager, handling issues and post-event reporting.

Qualifications

• 2–3+ years in event coordination, production, or related hospitality/entertainment role.
• Highly organized with strong attention to detail and ability to manage multiple events and timelines.
• 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/event platforms (TIXR, Audience Republic, BIT) and payment/invoicing tools (Toast) preferred.
• Availability to work nights, weekends, and holidays based on the events calendar.

Responsibilities

• Coordinate and execute 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.
• 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.
• 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.
• 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.

Skills

Event coordination

Vendor management

Communication

Problem-solving under pressure

Team leadership

Project management

Google Sheets

Budget tracking

Tools

Toast

Job description

Aviator Nation is seeking an experienced Events Coordinator to manage on-site activations, private, and community events from planning through completion. You will serve as the on-site logistics lead, ensuring all departments are prepared and event days run smoothly.

Based in Nashville, you will build timelines and budgets, manage vendors, coordinate with marketing, F&B, and operations, and act as on-site manager, handling issues and post-event reporting.