The Freelance Event Coordinator / Production Assistant supports the Events & Brand Experiences team with the planning, coordination, execution, staffing and post-production of events across Caruso properties. This role is remote/work-from-home during pre-production phases, with onsite support required for load in and event execution days, including evenings, weekends, and holidays as needed. The ideal candidate is highly organized, proactive, detail-oriented, and able to manage multiple projects simultaneously in a fast-paced environment.
ESSENTIAL FUNCTIONS
- Assist with event load-in, setup, and onsite production needs.
- Assist with event plans and pre-production deliverables for upcoming events.
- Assist with securing vendors and tracking deliverables.
- Assist with production timelines and operational planning.
- Place orders and track deliveries for event materials and supplies.
- Coordinate vendor confirmations and communications.
- Assist with contracts and collection of Certificates of Insurance (COIs).
- Assist with operational plans and event logistics.
- Prepare event materials including giveaways, signage and brand elements.
- Maintain inventory checklists and assist with inventory management processes .
- Update and maintain vendor lists and databases.
- Support guest check-in and guest experience onsite.
- Assist with event strike and load-out procedures.
- Assist with post-event recaps and key learnings documentation.
- Assist with budget reconciliation and invoice follow-up.
- Assist with inventory reconciliation and organization.
MINIMUM REQUIRED QUALIFICATIONS:
- Excellent organizational and multitasking skills with strong attention to detail.
- Strong written and verbal communication skills with a professional demeanor
- Ability to work independently in a remote/work-from-home environment while meeting deadlines.
- Flexible schedule with availability to work evenings, weekends, and holidays based on event needs.
- Comfortable working in fast-paced event environments and managing multiple priorities simultaneously.
- Strong problem-solving, time management, and follow-up skills.
- Proficiency in Microsoft Office, Google Workspace, and basic event management platforms.
- Ability to maintain professionalism when communicating with vendors, clients, guests, and internal teams.
- Previous event, hospitality, production, or administrative experience preferred.
- Familiarity with inventory management systems
SCHEDULE:
Work schedule may vary based on event schedules and production timelines. This position requires flexibility in work hours, including the possibility of working nights, weekends, and holidays to support event needs. Most pre-production responsibilities may be completed remotely; however, onsite attendance is required for event setup, execution, and breakdown.
WORK ENVIRONMENT:
- Onsite event support is required working outdoors and in varying weather conditions.
- Opportunity to work remote/work-from-home during planning and administrative phases.
- Professional business attire is expected during onsite event support.
- Computer work is required for event planning, communication, budgeting, inventory management, and vendor coordination.
- Physical requirements may include standing, walking, lifting, carrying, pushing, pulling, bending, and extended periods of activity during events.
- Travel between Southern California properties may be required depending on event needs.
- Proficiency in English is vital as it serves as the primary language of communication with team members, vendors, and guests.
Pay: $25.00 per hour
Application Question(s):
- This is a freelance opportunity, hours for this role are not guaranteed and may vary from week to week. Does this work for you?
- The hourly rate for this position is $25/hour - does this work for you?
- This role will require some remote support, as well as on-site event set-up at Caruso properties across the Greater Los Angeles area. Does this work for you?
- Why are you interested in this opportunity?
Work Location: In person
