Event Coordinator

Job Description

Event Coordinator

Karlitz & Company | New York, NY | Full-Time, Hybrid

About Karlitz & Company

Karlitz & Company is an experiential marketing agency specializing in the development and production of exceptional events and experiences. From luxury culinary and wine programs to entertainment, lifestyle events, and strategic brand partnerships, we create memorable experiences that connect brands with their audiences.

Our work brings together acclaimed culinary talent, leading brands, and industry partners to deliver highly curated, guest-focused experiences.

Position Overview

We are seeking an organized, detail-oriented, and enthusiastic Special Event Coordinator to support the planning, production, and execution of a diverse portfolio of events and experiential programs.

This role works closely with internal teams, clients, vendors, and partners to support all stages of event development, from initial planning through on-site execution and post-event wrap-up.

The ideal candidate is proactive, resourceful, collaborative, and comfortable working in a fast-paced environment with multiple priorities and deadlines. They bring a genuine passion for culinary, hospitality, and lifestyle experiences, along with an interest in the people, brands, and trends shaping these industries.

Key Responsibilities

Client & Account Support

• Support day-to-day communication with clients, vendors, and event partners.
• Track project deliverables, deadlines, approvals, and outstanding action items.
• Maintain accurate and organized client records, meeting notes, and project documentation.
• Assist in preparing client-facing presentations, event overviews, proposals, and recap materials.
• Participate in creative brainstorming and new business development initiatives.
• Respond professionally and promptly to internal and external inquiries.

Event Planning & Production

• Support the planning and execution of culinary, corporate, entertainment, and experiential events.
• Assist in developing and maintaining production timelines, task lists, and event schedules.
• Coordinate event logistics, including vendor communications, guest registration, transportation, staffing, and event materials.
• Assist with creative proposals, presentations, and event concepts.
• Support budget tracking, expense documentation, and vendor invoicing.
• Prepare and maintain production documents, including run-of-show schedules, contact lists, and event briefs.

On-Site Event Execution

• Assist with on-site event setup, execution, and breakdown.
• Support guest registration, hospitality, and VIP experiences.
• Coordinate with event staff, vendors, and partners to ensure smooth execution.
• Maintain a professional presence when interacting with clients, guests, and partners.
• Respond to evolving event needs with flexibility, urgency, and a solutions-oriented approach.
• Assist with event staff and volunteer coordination as needed.

Post-Event Responsibilities

• Assist in preparing post-event recaps, reports, and client deliverables.
• Support expense tracking and budget reconciliation.
• Ensure accurate and timely completion of post-event documentation.
• Track outstanding follow-up items and assist with project closeout.

Qualifications & Skills

• Bachelor's degree required , regardless of major.
• 1–2 years of professional work experience , preferably in event planning, experiential marketing, hospitality, entertainment, or a related field.
• A genuine passion for food, wine, hospitality, and lifestyle experiences, with curiosity about emerging trends, culinary talent, and the brands shaping these industries.
• Strong written and verbal communication skills.
• Excellent organizational skills, attention to detail, and time management.
• Ability to manage multiple assignments, prioritize deadlines, and maintain accurate documentation.
• Proactive approach to problem-solving and following through on responsibilities.
• Strong interpersonal and customer service skills.
• Ability to work collaboratively with colleagues, clients, vendors, and external partners.
• Comfortable working in a fast-paced, deadline-driven environment.
• Proficiency in Microsoft Office, including Excel, Word, and PowerPoint; knowledge of Canva preferred .
• Willingness to learn new project management and event planning platforms.
• Flexibility to work evenings, weekends, and travel as required by event schedules.

What Success Looks Like

A successful Special Event Coordinator is dependable, organized, detail-oriented, and takes ownership of assigned responsibilities. They communicate clearly, anticipate next steps, meet deadlines, and contribute positively to the team.

As they grow in the role, they demonstrate increasing independence, confidence, sound judgment, and the ability to manage more complex event responsibilities.