Private Events Coordinator

Caesars Superdome; New Orleans (LA); On-site; USD 42,000 - 62,000; Full time

Job summary

Caesars Superdome seeks a Private Events Coordinator to manage private events end-to-end in Legends Global facilities, coordinating teams, vendors, and client expectations.

You will oversee staffing, cost estimates, and event documentation, ensuring successful execution from move-in to post-event wrap-up in a fast-paced environment.

Qualifications

• Must pass a criminal background check.
• Superior communication and organizational skills.
• Must be highly motivated, self-directed, and able to work in a fast-paced environment.
• Able to work nights, weekends, and holidays as needed.

Responsibilities

• Plan, organize, and control events within the facilities as assigned.
• Create and maintain staffing, work orders, cost estimates, and information sheets.
• Ensure effective communication with clients and internal teams.
• Lead pre-con meetings with clients and coordinate with vendors.
• Oversee staffing and coordinate with staffing department for event coverage.
• Coordinate with food/beverage contractors, decorators, and other vendors.
• Manage CRM event records and generate reports for forecasting and planning.
• Own private events from handoff to completion.

Skills

Excellent communication

Organizational skills

Fast-paced work ethic

Education

Bachelor’s degree or equivalent

2-3 years facility coordination experience

Tools

MS Office (Outlook, Excel, Word, PowerPoint)

Job description

POSITION:

Private Events Coordinator

DEPARTMENT:

Event Services

REPORTS TO:

Senior Manager of Event Services

FLSA STATUS:

Salaried/Exempt

SUMMARY

Legends Global, the leader in privately managed public assembly facilities, has an excellent and immediate opening for an Event Coordinator for Legends Global/Caesars Superdome | Smoothie King Center | Champions Square.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Planning, organizing, and controlling events within the facilities as assigned


• Create, distribute, and update various working documents for all assigned events, including staffing, event work orders, cost estimates, event comparisons, information sheets, etc.


• Ensure efficient and effective communication regarding the delivery of services to clients


• Lead and coordinate pre-con meetings with clients as needed


• Participate in non-assigned major event meetings such as pre and post cons


• Provide turnkey special project research and fulfillment as assigned


• Actively participate in non-assigned major events as needed


• Supervise all staffing for assigned events


• Coordinate with the staffing department to ensure proper placement of necessary team members throughout the facility during events


• Coordinate outside service needs with food and beverage contractor, decorators, or other vendors


• Coordinate client and facility requirements via external messaging such as video boards, external audio, etc.


• Ensure all FF&E requirements are met for each assigned event (i.e., signage/equipment)


• Coordinate and participate in proper inspections of the facilities to ensure readiness and compliance with the requirements of the clients prior to hosting the event


• Deliver necessary information to event staff during briefing to ensure appropriate knowledge of concerns affecting the event


• Attend assigned events to be available to resolve any/all issues that may arise involving clients and patrons


• Make immediate decisions and communicate with all users of the facility in an emergency situation


• Coordinate with all necessary departments to ensure all areas are properly addressed prior to, and post-event


• Maintain the proper image and generate positive public relations with clients, patrons, and staff


• Maintain professional demeanor and attire at all times


• Provide comments/input to the department during post-event discussions regarding issues that arose during the event

ESSENTIAL DUTIES AND RESPONSIBILITIES CONTINUED

• Assume ownership of all private events upon handoff from the Sales Manager and oversee the successful execution of all logistical aspects through event completion.


• Identify, source, package, present, and sell event enhancements and ancillary services to maximize event revenue.


• Prepare and process all purchase requests, vendor invoices, settlements, and billing documentation for venue-managed rentals.


• Maintain complete, accurate, and up-to-date event records within the CRM, ensuring all event details, communications, and financial information are properly documented.


• Develop and maintain premium event enhancement packages and décor offerings to increase client value and revenue opportunities.


• Manage assigned events from move-in through move-out, serving as the primary operational contact throughout execution.


• Coordinate and assist with event setup, décor installation, staging, and breakdown as needed.


• Organize and maintain the event décor inventory and storage areas.


• Coordinate vendor logistics, including scheduling, move-in, installation, event operations, and move-out, ensuring compliance with venue policies.


• Collaborate with the Sales team to develop timely and accurate event cost estimates for proposals and client presentations.


• Generate, maintain, and analyze CRM reports to support sales forecasting, operational planning, and event management.


• All other duties as assigned

QUALIFICATIONS

• Must successfully pass a criminal background check


• Superior communication and organizational skills


• Must be highly motivated, self-directed, and can work in a fast-paced environment


• Able to work nights, weekends, and holidays as needed

EDUCATION AND/OR EXPERIENCE

• Bachelor’s degree or equivalent work experience, plus 2-3 years’ experience with increasing levels of responsibilities in the facility industry


• Experience within Facility Coordination is desirable


• PC Windows-based Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint

Must possess a valid Louisiana Driver’s license at the time of appointment and throughout employment

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to move around the facility; to stand for long hours during events; talk and hear. This position may require work inside or outside of the building, as needed by events.

NOTE

The essential responsibilities of this position are described under the above headings. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply.

VEVRAA Federal Contractor.

Our Work Experience is the combination of everything that's unique about us: our culture, our core values, our company meetings, our commitment to sustainability, our recognition programs, but most importantly, it's our people.

Our employees are self-disciplined, hard working, curious, trustworthy, humble, and truthful. They make choices according to what is best for the team, they live for opportunities to collaborate and make a difference, and they make us the #1 Top Workplace in the area.