Events Coordinator

Event Coordinator

Flexjet and its portfolio of sister brands are seeking an experienced, highly organized, and hospitality-minded Event Coordinator to help bring our brand to life through thoughtfully curated, high-touch experiences and engagements. This role is instrumental in executing events that deepen Owner relationships, strengthen brand affinity, create meaningful prospect connections and reinforce Flexjet's position as one of the world's most distinctive luxury brands.

Serving as a steward of hospitality and brand experience, the Event Coordinator will bring precision, creativity and exceptional attention to detail to every interaction. From intimate Owner gatherings and aircraft showcases to philanthropic galas, strategic partnerships and internal celebrations, this role ensures every experience reflects the level of care, sophistication and service our Owners and guests have come to expect.

Working collaboratively across Marketing, Sales, Global Expansion and EMEA teamsas well as with external agencies, venues and vendorsthe Event Coordinator will translate strategic objectives into memorable experiences that foster lasting relationships and deliver measurable business impact.

Core Responsibilities

Event Planning & Execution

Support the development and execution of the annual event calendar in alignment with broader Global Marketing objectives

Coordinate assigned events from planning through completion, including aircraft showcases, Owner loyalty and retention events, prospect engagements, internal celebrations and philanthropic fundraising initiatives

Manage event logistics, including venue coordination, invitations, registration processes, travel arrangements, run-of-show documentation, guest communications and on-site execution

Ensure all event elements reflect Flexjet's luxury standards and deliver a cohesive, elevated brand experience

Maintain detailed project timelines and ensure all deliverables are completed accurately and on schedule

Owner Experience & Hospitality

Provide world-class service throughout every interaction with Owners, prospects, guests and internal stakeholders

Serve as a primary point of contact regarding event schedules, credentials, accommodations and logistics

Support the creation of thoughtful, personalized experiences that strengthen relationships and deepen affinity with the Flexjet brand

Represent Flexjet professionally and diplomatically in high-touch, high-expectation environments

Project & Budget Management

Assist in the development and management of event budgets, expense tracking and post-event reconciliation

Support sponsorship negotiations and vendor contracting efforts to maximize value and event performance

Prepare event documentation, including run-of-show presentations, briefing materials and post-event recaps

Compile event metrics and reporting data to support quarterly and annual performance reviews

Vendor & Partner Coordination

Coordinate and direct vendors and external partners during event planning and on-site execution

Maintain day-to-day relationships with venues, agencies, promotional partners and hospitality vendors

Conduct site visits and participate in vendor meetings to ensure operational readiness and executional excellence

Operational Support & Continuous Enhancement

Identify opportunities to improve event processes, guest engagement and operational efficiency

Coordinate ordering, organization, inventory and distribution of branded merchandise and promotional materials for Owners, guests and employees

Support additional marketing initiatives and special projects as business needs evolve within a fast-paced, collaborative environment

Qualifications + Skills

Bachelor's degree in Marketing, Communications, Fashion, Business, Hospitality Management, Luxury Brand Management or a related field

12 years of experience producing high-end, brand-driven events with an appreciation for exceptional hospitality, elevated guest experiences and meticulous execution

Engagement with ultra-high-net-worth (UHNW) individuals a plus

Experience within the luxury, hospitality, aviation or premium lifestyle marketplace preferred

Strong ability to research vendors, conduct market analysis and negotiate contracts while maintaining quality, fiscal responsibility and brand standards

Proven ability to execute events where brand image, discretion and emotional storytelling are paramount

Exceptional interpersonal skills with the ability to represent the Flexjet brand confidently, professionally and diplomatically in high-pressure environments

Comfortable interfacing with executive leadership, creative directors, regional vice presidents and global brand teams while demonstrating sound judgment and professionalism

Strong problem-solving skills with the flexibility and composure to respond gracefully to last-minute changes and evolving priorities

Proficiency in Microsoft Office with a focus on PowerPoint, Word and Excel

Comfortable leading on-site execution teams and vendors with authority, composure and fanatical attention to detail

Strategic thinker with a positive, proactive and solution-oriented mindset

Previous experience working with internal creative teams, including design, social, digital, content and multimedia functions preferred

Highly organized with exceptional attention to detail and the ability to manage multiple priorities and deadlines simultaneously within a fast-paced environment

Comfortable communicating with C-level executives and representing the organization with maturity, confidence and discretion

Ability to accept feedback, collaborate effectively and advocate for a clear creative vision while remaining adaptable to changing business needs

Demonstrated commitment to continuous improvement and a willingness to learn, refine processes and evolve the quality of experiences delivered

Ability to lift, push and pull up to 75 lbs.

Valid, in-date passport required

**Willingness to travel extensively, including international travel, evenings and weekends as required**