Event Production Associate

About the Organization

Faena Rose is a private cultural membership community that operates by invitation only. It brings together entrepreneurs, innovators, leaders across industries, artists, and cultural voices through a year-round lineup of carefully produced experiences, with more than 80 events annually. The organization is known for delivering a polished, VIP-level experience and for maintaining a strong member retention record through exceptional programming and execution.

Role Summary

The Event Production Associate will serve as a dependable, highly organized, and detail-oriented partner to the Event Programming and Production team. This person will help make sure every cultural gathering is executed smoothly, from planning through on-site delivery and follow-up. The role suits someone who enjoys a fast-moving, high-touch, creative environment and is comfortable supporting multiple events while keeping an eye on timelines, logistics, and quality.

The position requires a flexible schedule for event delivery, strong organization, careful use of checklists, and a proactive mindset. The associate should be willing to raise concerns early if an event appears to be slipping off course, while also providing hands-on support to help the Director of Cultural Programming bring each experience to life.

Team Structure

This role reports to the Senior Manager, Event Production and has no direct reports. It works closely with the Event Production Manager, Marketing Team, Member Relations Team, and Financial Controller.

Key Responsibilities

The associate will support cultural events before, during, and after each program, including venue coordination, vendor support, logistics, and wrap-up tasks.

Core duties include helping book venues both on-site and off-site, coordinating with Special Events and Banquet teams, assisting with third-party vendors, routing Banquet Event Orders, and supporting run-of-show documents, floorplans, and other planning materials. The role also includes arranging travel, lodging, and car service for talent, collecting invoices, helping with basic event reconciliation, monitoring budget items, preparing post-event thank-you gifts, and assisting with load-in and load-out on event days.

In addition, the associate will partner with Marketing to maintain the communications calendar and support event promotion across newsletters, social media, and digital archives. They will also work with Member Relations to ensure event information and guest needs are communicated clearly and efficiently.

Required Skills and Attributes

The ideal candidate is highly organized, comfortable coordinating several events at once, and able to stay composed in a busy environment. Strong writing and speaking skills are important, as is the ability to work well with internal teams, vendors, and talent. The role also calls for familiarity with production timelines, run-of-show documents, floorplans, and basic expense tracking.

Success in this role depends on being calm under pressure, solution-focused, adaptable, reliable, professional, and collaborative. A genuine interest in art, design, culture, and contemporary cultural conversations is important, along with creativity, resourcefulness, and strong problem-solving ability. Experience in luxury hospitality or cultural programming is a plus.

Qualifications

Candidates should have 1 to 2 years of experience in event planning, cultural programming, hospitality, or production support, with experience in luxury or other high-touch environments considered an advantage. The role also requires proficiency in Microsoft Office Suite, Adobe Creative Suite, Google Workspace, and Canva. Familiarity with CRM systems, especially PeopleVine, is preferred, along with experience using project management tools such as Trello, ClickUp, or Monday.com.

Physical Requirements

This position includes active event support and requires the ability to move safely across uneven surfaces or in tight spaces, identify and respond to hazards, remain stationary for long periods, and lift or carry items weighing up to 40 pounds.

Success Metrics

Performance will be measured by punctual completion of event preparation milestones, accurate and complete documentation such as run-of-show materials, floorplans, and BEOs, submission of event close-out materials within 48 business hours, and maintaining zero recordable safety incidents.

Compensation and Benefits

The organization offers a competitive pay and benefits package that includes medical, dental, and vision coverage, a 401(k) plan with employer matching, vacation and PTO, and other employee benefits.

Equal Opportunity

The organization is an Equal Opportunity Employer and keeps all applications and personal information confidential in line with EEO guidelines.