Event Coordinator

This is a Full Time Job

Position Summary:
We are seeking a highly organized, proactive, and creative Event Coordinator to join our dynamic team. This role is essential to supporting our event producers in all stages of production, from initial concept to on-site execution. The ideal candidate is a master of logistics, an excellent communicator, and someone who thrives in a fast-paced environment. This is a fantastic opportunity for someone passionate about event production to grow their career and work on high-profile events.

Core Responsibilities:

As an Event Coordinator, you will be involved in all aspects of event coordination. Key responsibilities include:

Venue Sourcing & Management
-Research, identify, and contact potential venues across Los Angeles and other locations as needed.
-Prepare venue briefs, compare pricing and amenities, and schedule site visits.
-Assist in negotiating venue contracts and act as a liaison for venue logistics.

Calendar & Administrative Management
-Manage and maintain complex event production calendars, team schedules, and project timelines.
-Schedule internal and external meetings, including client check-ins, vendor calls, and team briefings.
-Prepare meeting agendas, take detailed notes, and manage follow-up on action items
-Maintain inventory list and needs for office and storage
-Ensure the DP work vehicle is updated on maintenance, insurance and registration

Staffing & Vendor Coordination:
-Assist in the sourcing, booking, and management of event staff, brand ambassadors, and volunteers.
-Manage staff schedules, check-ins, and on-site assignments.
-Support communication with vendors (catering, A/V, rentals, design) to confirm orders, delivery schedules, and contractual obligations.

Event Support:
-Run point on guest lists and seating chart needs.
-Support event design and decor needs, including sourcing props and managing collateral.
-Provide on-site support during event setup, execution, and breakdown, handling tasks as assigned by the lead producer.

Qualifications & Skills
-2-3 years of experience as an event assistant or coordinator
-Based in the Los Angeles area and able to commute to our Santa Monica office 2-3 days per week.
-Exceptional organizational and time-management skills, with a keen eye for detail.
-Strong verbal and written communication skills.
-Proven ability to manage multiple tasks and competing priorities in a fast-paced environment.
-Proficient in Google Workspace (Docs, Sheets, Slides) and/or Microsoft Office.
-A proactive, problem-solving, and "can-do" attitude.
-Ability to work flexible hours, including evenings and weekends, as required by event schedules.