Sr Coordinator, Event Planning

On Location is a global leader in premium experiential hospitality, specializing in ticketing, curated guest experiences, live event production, and travel management across various sectors including sports, entertainment, fashion, and culture. As an official partner to over 150 iconic rights holders such as the International Olympic Committee (IOC), FIFA, NFL, NCAA, UFC, WWE, and PGA of America, On Location provides unmatched access to marquee events including the Olympic and Paralympic Games, FIFA World Cup 2026, Super Bowl, and NCAA Final Four, among many others. The company is a subsidiary of TKO Group Holdings, Inc., a distinguished sports and entertainment conglomerate that owns global properties such as UFC, WWE, and PBR. Together, these entities reach over 1 billion households worldwide, producing more than 500 live events annually that attract millions of fans.

The Senior Coordinator position within On Location's Core - Custom Bespoke Team plays a critical role in the meticulous planning and execution of events tailored for high-end corporate groups and ultra-high net worth clients. This role focuses on creating and managing exclusive experiences, both at large-scale marquee events like the Super Bowl and intimate bespoke events such as private wine tastings in Napa Valley. The ideal candidate will bring over three years of event planning experience and be highly organized, solution-oriented, and communicative, with the ability to oversee and maintain smooth team processes and assist with budget reconciliation. This multifaceted position requires an individual who thrives in team environments and demonstrates exceptional interpersonal, multitasking, and time-management skills.

The Senior Coordinator supports all phases of event planning and execution, including crucial pre- and post-event activities for individual events or comprehensive multi-event client programs. Responsibilities include developing and implementing efficient procedures and systems that anticipate and address client needs proactively. This role also involves on-site event execution support, coordinating with vendors, and providing staff oversight to ensure events run seamlessly. Additionally, the Senior Coordinator tracks project timelines, manages milestones, and monitors deliverables to meet deadlines consistently. Budget tracking and expense management are essential aspects of the job, with a strong emphasis on post-event financial reconciliation.

Logistical coordination is another key area of responsibility, including managing guest lists, hotel accommodations, transportation, staffing, Run of Shows (ROS), and vendor communications. The Senior Coordinator actively participates in client and internal meetings, assisting with notes and follow-ups to keep all stakeholders informed and aligned. Collaboration extends to various internal teams such as Business Development, Content, Accounting, Transportation, Accommodations, Workforce Operations, and Staffing to deliver a seamless client experience. Additionally, this role assists with onboarding and coordinating external contractors, tracking their hours and expenses.

Administrative duties include submitting and reconciling expense reports, supporting invoice tracking and processing, assisting with vendor onboarding, and maintaining accurate program documentation via platforms like SharePoint, Smart Sheets, and various internal systems. Travel flexibility is essential, with up to 40% travel expected throughout the year, including during holidays when necessary. Candidates must be adaptable and prepared to work onsite at live events around the country.

This position offers an exciting opportunity to join a dynamic, global leader in premium experiential hospitality and work within an environment that values commitment, motivation, and positive energy. The Senior Coordinator will play an essential role in delivering world-class, luxury client events that create lasting memories and extraordinary experiences.