Event Coordinator

Flyspace Productions
 Pittsburgh, PA

The Event Coordinator is part of the Event Team and is responsible for operational support of special events and projects such as parties, galas, meetings, classes; assisting with venue management; and assisting with various processes in the office throughout the year.

Supervisor: The Event Coordinator will report to the Event Manager. The Event Coordinator will work collaboratively with all members of the Flyspace Productions team and may occasionally take direction from other department heads through the course of that interaction.

Event Coordination

The Event Coordinator will assist with the operations and production preparations, execution, and wrap up for special events. This includes:

  • On-Site Event Coordination: Managing the on site implementation of a specific event to ensure that it is set up, operating, and struck efficiently and effectively
  • Crew Management: Directly supervise, manage, and direct the hourly staff scheduled during special events. This role will include scheduling, planning work, coordinating necessary equipment, coordinating necessary fleet resources, on-site management and direction of staff, and reporting
  • Event Planning: Assist the Event Manager with the planning, preparation, execution, and wrap up of special events and projects
  • Client Contact: Interact with clients and vendors on behalf of the company and will be expected to do so with the utmost professionalism to provide the support and services they require
  • Administration: Provide administrative support for events, including finance tracking, invoicing, reporting, and documentation of activities.
  • Set Up/Tear Down: Responsible for the physical set up, operation, and tear down of event equipment including such items as tables, chairs, linens, audio, video, lighting, etc.

Job Qualifications

  • Bachelors degree in events, hospitality, theater management, or management, or three years of experience in related field
  • Management experience in theater, events, or hospitality related industry
  • Must be fully vaccinated against COVID-19
  • Ability to manage multiple, simultaneous projects and work assignments.
  • Willing to work in a flexible schedule that may include long hours and irregular times, including weekends and holidays
  • Maturity and understanding of an artistic process and the ability to work closely with clients, including artists and designers, in a diplomatic and professional manner
  • Excellent organizational skills and the ability to clearly communicate any systems or organizational structures to other members of the team or staff
  • Advanced computer skills. Additional skills in Adobe Illustrator a plus.
  • Valid drivers license required and the ability to safely operate a personal or company owned vehicle. Ability to tow a trailer or operate a larger vehicle, such as a truck, a plus
  • Technical theater, sound, lighting, rigging, or presentation and AV experience knowledge

Rate, Location, and Classification:

This is a full time, non-exempt position with an annual salary starting at $36,000 and negotiable commensurate with experience. This is an entry level position. This position is eligible for overtime. This job is located in Pittsburgh, PA and reports to the main office.

This job description is a summary of duties, which you as an employee are expected to perform in your assignment. It is by no means a comprehensive or all-inclusive list, rather a broad guide to expected duties. As an employee you must understand that a job description is neither complete nor permanent and may be modified at any time. At the request of management, any employee may be asked to perform additional duties, responsibilities, or projects without notice. Applicants for employment in the U.S. must possess work authorization that does not require sponsorship by the employer for a visa.


Flyspace Productions strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.


The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Flyspace Productions recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. Flyspace Productions may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, internet recruiting, job fairs, college recruiting and search firms.