Associate Project Manager, Private Clients

New York, NY, USA|

Job Overview

Compensation

Salary

Range $85,000.00 - $110,000.00

Benefits

Paid Time Off

Health Insurance

Dental Insurance

Vision Insurance

One Medical Membership

Talkspace membership

401(k) retirement plan

cell phone stipend

Commuter Benefits

Gym reimbursement

Job Description

Van Wyck & Van Wyck and Workshop are two distinguished sister companies specializing in event design and production, known for their innovative approach and exceptional service delivery with over 20 years of industry experience. Van Wyck & Van Wyck is a premier environmental design and event production firm based in New York City, celebrated for creating breathtaking private celebrations including luxurious weddings on scenic beaches and mountaintops as well as international destination events and charitable functions. Workshop complements this by crafting engaging brand events designed to communicate powerful messages, enhancing brand loyalty, and influencing consumer behavior through immersive experiences. Both companies are committed to creativity, high production values, and offering a dynamic, growth-oriented workplace environment.

The role of Associate Project Manager, Private Clients at Van Wyck & Van Wyck is a unique and highly specialized position focusing on luxury private events and high-touch celebrations. This position entails supporting the Director of Private Clients by managing various aspects of event production from initial planning through to execution and post-event reconciliation. The ideal candidate will have five or more years of experience in luxury events, VIP hospitality, concierge services, or premium guest experiences. This position requires a hospitality-first mindset, superior organizational abilities, and the capacity to execute complex event logistics with precision and discretion.

As an Associate Project Manager, you will assist in coordinating all elements of private events, collaborating closely with senior producers, internal teams, and external vendors. You will be responsible for maintaining meticulous oversight of production timelines, vendor contracts, staff scheduling, and logistical planning, ensuring every detail is flawlessly executed. The role demands an individual who excels under pressure, values polished guest experience, and can navigate the intricacies of ultra-high-net-worth client relationships with utmost discretion and professionalism.

This position differs greatly from traditional corporate event planning roles. It is deeply personalized, rooted in the art of bespoke hospitality, and demands an elevated approach to guest services. Your responsibilities will include supporting end-to-end event logistics, managing vendor relations, overseeing budget adherence, and providing on-site leadership during events. The successful candidate will demonstrate resilience, adaptability, and strong communication skills to efficiently handle the fast-paced and detail-intensive nature of luxury event production.

Beyond the rewarding work environment, the role offers a competitive annual salary range from $85,000 to $110,000, dependent on experience and qualifications. Employees enjoy a comprehensive benefits package that includes flexible paid time off, health insurance with dental and vision coverage, mental health support memberships, retirement savings plans with company match, monthly cell phone stipends, commuter benefits, and gym reimbursement. Van Wyck & Van Wyck and Workshop emphasize equal opportunity employment, fostering an inclusive culture that values diversity in all forms.

Job Requirements

Minimum of 5+ years of experience in luxury event production, hospitality operations, concierge services, or premium client experience environments
Proficiency in Microsoft Office including Excel, Word, and Outlook
Excellent written and verbal communication skills
Proven ability to manage multiple projects and tasks simultaneously with precision
Strong organizational skills and exceptional attention to detail, presentation, and guest experience
Collaborative working style
Comfort working under tight timelines and in high-pressure live event environments
High level of professionalism, discretion, and emotional intelligence
Willingness to work evenings, weekends, and holidays as event schedules require
Ability to travel domestically and internationally

Job Qualifications

Minimum of 5+ years of experience in luxury event production, hospitality operations, concierge services, or premium client experience environments
Proficiency in Microsoft Office including Excel, Word, and Outlook
Excellent written and verbal communication skills
Proven ability to manage multiple projects and tasks simultaneously with precision
Strong organizational skills and exceptional attention to detail, presentation, and guest experience
Collaborative working style
Comfort working under tight timelines and in high-pressure live event environments
High level of professionalism, discretion, and emotional intelligence
Willingness to work evenings, weekends, and holidays as event schedules require
Ability to travel domestically and internationally
Experience in luxury private event production, private membership clubs, VIP or celebrity concierge services, or luxury hospitality experience
Experience interacting directly with VIP guests, clients, or principals
Experience coordinating fabrication, rentals, and specialty vendors in a production context
Strong instincts around aesthetics, presentation, guest flow, and luxury event detail
Budget management and CRM experience
Familiarity with AutoCAD or other floor plan and site plan tools
MAC and PC proficiency

Job Duties

Support end-to-end event planning and execution from preproduction through load-out and reconciliation
Create and manage production timelines, run-of-show documents, and production orders
Research, secure, and manage vendors including venues, rental companies, fabricators, and subcontractors
Build staffing plans and handle crew scheduling, travel arrangements, and accommodations as needed
Proactively troubleshoot production challenges and escalate appropriately
Order event supplies and coordinate site delivery and return with comprehensive logistical guides
Communicate clearly and consistently on logistics, deliverables, and production timing across internal teams and vendors
Ensure scope and budget remain aligned with production realities throughout the planning process
Collaborate with production colleagues and vendors to problem-solve and develop solutions in real time
Support on-site execution
assist in managing crews, vendors, and timelines with precision
Prepare and maintain concept memos, event estimates, production orders, run-of-show documents, and expense reports
Update and manage production schedules and internal tracking documents across multiple simultaneous projects
Assist with budget tracking and expense reconciliation under the guidance of the Director and senior producers
Support vendor outreach, follow-up, and contract coordination
Lead assigned areas of on-site execution with meticulous attention to detail
Assist in managing load-in, setup, event operation, and breakdown
Serve as a calm, focused point of contact for crew and vendors during live events