Assistant Manager, Event Operations + Administration

Job Description

Assistant Manager, Event Operations & Administration

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 a highly organized, detail-oriented, and proactive Assistant Manager, Event Operations & Administration to support the administrative, marketing, and financial operations of our experiential programs.

This role is responsible for managing the many moving pieces behind the scenes that keep projects organized, on schedule, and aligned with client requirements. Key areas of focus include marketing submissions and approvals, talent vetting, financial tracking, project documentation, and internal and external communications.

The ideal candidate thrives on organization, accuracy, and follow-through. They are comfortable managing multiple deadlines, navigating detailed approval processes, and collaborating across internal teams, clients, and external partners.

A genuine interest in culinary, hospitality, and lifestyle experiences is important, as our programs frequently involve leading chefs, restaurants, wineries, luxury brands, and entertainment partners.

Key Responsibilities

Marketing Coordination & Approvals

• Manage the coordination and submission of marketing materials for client review and approval.
• Track marketing deadlines, submission requirements, revisions, and final approvals across multiple programs.
• Coordinate with internal teams, clients, and external partners to gather required marketing assets, including copy, imagery, logos, biographies, and other supporting materials.
• Review marketing submissions for completeness, accuracy, and consistency with client requirements.
• Maintain organized records of approved marketing materials and related correspondence.
• Ensure approved materials are distributed to the appropriate teams and stakeholders.

Talent Vetting & Partner Approvals

• Coordinate PR vetting and approval processes for chefs, restaurants, wineries, talent, and other event partners.
• Collect and organize required information, biographies, background materials, and supporting documentation.
• Submit vetting requests and track their progress through client approval processes.
• Communicate with internal teams and external partners regarding outstanding requirements and deadlines.
• Maintain accurate records of vetting status, approvals, and outstanding items.
• Proactively flag potential delays or issues that may affect program timelines.

Financial Administration & Budget Tracking

• Support financial management and administrative tracking across multiple event programs.
• Maintain and update event budgets, financial trackers, and expense reports.
• Track vendor estimates, invoices, deposits, payment schedules, and outstanding balances.
• Assist with purchase orders, payment requests, and invoice processing.
• Monitor expenses against approved budgets and flag discrepancies or potential overages.
• Support financial reconciliation and post-event reporting.
• Maintain accurate financial documentation and coordinate with internal finance teams to ensure timely processing.

Project Management & Administrative Operations

• Maintain project timelines, trackers, calendars, and administrative documentation.
• Monitor key milestones, deliverables, and deadlines across multiple projects.
• Coordinate internal and external follow-ups to keep projects moving forward.
• Prepare meeting agendas, notes, status reports, and action-item summaries.
• Maintain organized project files, contracts, approval records, and correspondence.
• Support contract administration, including tracking execution status, deliverables, and payment terms.
• Identify outstanding needs, anticipate next steps, and proactively communicate potential challenges.
• Help streamline administrative processes and improve organizational efficiency.

Client & Internal Team Coordination

• Serve as a point of coordination between internal departments, clients, and external partners on assigned administrative workstreams.
• Communicate clearly and professionally regarding project status, outstanding approvals, and next steps.
• Support account teams with client reporting, presentations, and program updates.
• Ensure information is accurate, current, and accessible to relevant team members.
• Maintain a high level of responsiveness, professionalism, and discretion when handling client and financial information.

Event & Post-Event Support

• Provide administrative and logistical support to event teams as needed.
• Assist with final event documentation, guest information, and partner deliverables.
• Support post-event reporting, budget reconciliation, and project closeout.
• Participate in on-site event execution when required.

Qualifications & Skills

• Bachelor's degree required , regardless of major.
• 2–3 years of professional work experience , preferably in experiential marketing, event management, hospitality, marketing operations, account coordination, or a related field.
• Strong organizational and project management skills, with the ability to manage multiple programs, priorities, and deadlines simultaneously.
• Exceptional attention to detail, accuracy, and follow-through.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint ; knowledge of Canva preferred.
• Comfortable working with budgets, financial spreadsheets, invoices, and expense tracking.
• Ability to manage detailed administrative processes and maintain accurate records.
• Strong problem-solving skills and the ability to anticipate needs and identify potential issues.
• Ability to work independently, take ownership of assigned responsibilities, and exercise sound judgment.
• Strong interpersonal skills and a collaborative, solutions-oriented approach.
• Experience working with client approval processes, marketing submissions, or PR coordination is a plus.
• Familiarity with project management platforms and financial tracking systems is beneficial.
• A genuine passion for culinary, hospitality, food, wine, and lifestyle experiences.
• Flexibility to work occasional evenings, weekends, or travel as required by event schedules.

What Success Looks Like

A successful Assistant Manager is highly organized, dependable, and proactive. They take ownership of administrative processes, maintain accurate information, and ensure deadlines and deliverables are consistently met.

They anticipate what needs to happen next, communicate clearly, and keep projects moving forward without requiring constant direction. They are comfortable managing detailed processes, identifying discrepancies, and ensuring nothing falls through the cracks.

As they grow in the role, they demonstrate increasing independence, stronger financial and operational judgment, and the ability to manage more complex workstreams across multiple programs.