Job Opening: Event Coordinator

Application Window Now Closed

About the Role: Are you a “Trailblazer” with a passion for precision production? XOVERLAND Ranch is seeking an Event Coordinator to lead the strategic planning and execution of our large-budget activations and major events. This is not a typical desk job; while it allows for remote work during planning stages, it requires a commanding onsite presence during activations to ensure flawless execution. You will serve as the primary contact for large-scale events, managing complex timelines, strict budgets, and precise coordination with client production teams. Whether you are negotiating with vendors or overseeing a physical site setup, your goal is to guarantee an exceptional client experience through organizational rigor.

What You Will Do

  • Produce & Execute: Act as the primary project manager for large-scale activations, overseeing the entire lifecycle from early concept development to post-event analysis.
  • Manage Partnerships: Serve as the central hub for Client and Vendor management, identifying client needs and negotiating contracts to ensure all obligations are met.
  • Collaborate: Partner with Sales on final quotes and coordinate with the Hospitality Director and Ranch Manager to ensure facilities and guest services align with event needs.
  • Administer: Build and track specific event budgets for profitability and enforce risk management through safety regulations, permits, and insurance compliance.

Who You Are

  • Experienced: You have 3+ years of experience in event planning, production, or project management, with a track record of managing budgets and contracts.
  • A “Servant Leader”: You embody our value of “Servanthood”—humble, teachable, and willing to do what it takes, knowing that “no job is too small”.
  • Ranch Ready: You are physically capable of traversing uneven outdoor terrain and inspecting facilities in variable weather conditions.
  • Tech-Savvy: You are proficient in project management tools (e.g., Asana, Trello) and Google Workspace to maintain complex timelines.