Events Coordinator

Job Description

Job Description

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 teams—as well as with external agencies, venues and vendors—the Event Coordinator will translate strategic objectives into memorable experiences that foster lasting relationships and deliver measurable business impact.

CORE RESPONSIBILITIESEvent 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

• 1–2 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

• Position based at Flexjet's corporate headquarters in Cleveland, OH.

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