Event Operations Coordinator

Job Title: Event Operations Coordinator (Part Time)

Location: Brooklyn, New York

Reports to: Hospitality Operations Manager & Events Manager

Hourly Rate: $30.00 - $35.00

Department: Events and Operations

The Lighthouse, part of Whalar Group, is a first-ever creative campus and studio playground for the Creator Generation, offering Creators an I.R.L. platform to Learn, Make, and Belong. With Venice, CA already opened, and Brooklyn, NY opening in Fall 2025, and London/EMEA opening in 2026, the campuses are designed to empower and support career Creators and creative professionals, providing a dynamic environment explicitly tailored to their needs. Each campus features state-of-the-art, mixed-use content studios, and hosts impactful programming that empowers members to collaborate, learn, and grow their businesses within a thriving community. 

The Lighthouse expands opportunities and creative capabilities, offering Creators a dedicated space to co-create, connect, and lead the businesses shaping creative culture. Learn more: www.thelighthouse.com.

About the role:

In this role, you will support both the Events Manager and Hospitality Operations Manager in planning, coordinating, and executing events across our Brooklyn campus. You’ll combine administrative precision with on-site leadership, ensuring every event, from intimate member gatherings to large-scale productions, runs seamlessly.

You will collaborate closely with catering partners, vendors, and cross-campus teams to uphold an exceptional guest experience. Successful candidates will be organized, proactive, and excited to help bring creative programming and hospitality to life.

Here’s what you’ll do day-to-day:

Event Planning & Administration

• Maintain detailed event sheets, timelines, checklists, and communication documents.
• Assist with event inquiries, scheduling, and walkthrough coordination.
• Prepare catering, rental, AV, and supply orders, tracking deliveries and invoices.
• Keep Events Manager updated on changes, vendor confirmations, and operational needs.
• Manage internal calendars and share event impact notifications with campus teams.

Operations & Vendor Coordination

• Coordinate catering orders including guest counts, dietary needs, timing, and setup.
• Partner with Café, Reception, Campus Support, Maintenance, and AV teams to prep spaces.
• Assist with event setup including signage, materials distribution, staging, and light décor.
• Welcome and check in vendors, escort them, and ensure adherence to campus guidelines.

On-Site Event Execution

• Serve as on-site floor lead, ensuring smooth communication across departments.
• Monitor guest flow, check-in processes, and run-of-show adjustments.
• Identify and troubleshoot issues quickly, escalating when needed.
• Support opening and closing procedures for all event spaces.

Campus Collaboration

• Partner with Campus Support to maintain shared areas during high-traffic periods.
• Assist in transitioning spaces between programs and activations.
• Work with Café and Bar teams on beverage service and restocking.
• Support Reception during VIP arrivals and guest coordination.

Here’s what we’re looking for:

• 2–4 years of experience in events, hospitality, production support, or operations.
• Experience coordinating vendors, catering, or facility operations is a plus.
• Strong communication skills with a calm, professional, guest-first presence.
• Comfortable using CRM tools, scheduling platforms, and basic spreadsheets.
• Highly organized, adaptable, and confident managing multiple priorities in a fast-paced environment.
• A hospitality-driven mindset—anticipating needs and taking proactive initiative.
• Collaborative, reliable, and eager to support cross-functional teams.
• Curious, open to feedback, and excited to learn new workflows.

Physical Requirements:

• Ability to lift up to 25 lbs.
• Frequent standing, walking, and movement across campus buildings.
• Flexibility to work early mornings, evenings, and weekends based on event schedules.
• Primarily onsite role with active involvement in event spaces.

Our values:

At The Lighthouse, diversity, equity, and inclusion (DEI) isn't just a statement, it's our collective strength. Our people are our superpower. A diverse team and inclusive leadership have shaped Whalar since our inception in 2016, fueling a constant evolution of growth. We champion a culture of respect and empathy, fostering a sense of belonging that transcends demographics. We hire individuals of all backgrounds and empower them to thrive, challenge stereotypes, and actively break societal barriers. 

The Lighthouse provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Equal opportunity extends to all aspects of the employment relationship, including hiring, promotions, training, working conditions, compensation, and benefits.