Senior Coordinator, Group Event Services

Who are we hiring?

We are seeking a highly organized, polished, and service-minded Sr. Coordinator, Group Event Services to support our innovative brand client buyouts and internal teams in planning and executing world-class events at Sphere. You’ll be instrumental in bringing high profile events to life — managing details with precision, anticipating needs, and ensuring an unforgettable client experience from concept to completion.

This is a client-facing role that demands excellence, flexibility, and a can-do attitude. You’ll work across departments — including Sales, F&B, Production, Venue Operations, Security, Ticketing, and VIP Services — to ensure alignment and flawless execution. Duties include organizing and preparing client’s catering orders, ticketing needs, VIP services, transportation needs and overall event logistics. This position will report to the Sr. Manager, Group Event Services.

What will you do?

• Serve as the day-to-day planning and execution support for brand client buyout events.
• Support day-of event execution on site, starting from set up, and ensuring all details are flawlessly managed and client is satisfied.
• Partnering with the Sales team, support the Sr. Manager to ensure a seamless handoff, and transition the client to the planning and service phase.
• Assist in gathering pertinent event details like space requirements, capacities, ticketing credential needs and more from the client and event managers.
• Create event presentation decks and organizational documents, schedule planning calls, organize site visits, tastings, venue walk throughs and more.
• Lead the planning of all F&B for the event by working closely with Sphere F&B team and client; gather menu options, present packages, organize tastings, facilitate proposals, manage change orders, confirm and finalize BEO’s.
• Partner with Sphere’s F&B team to stay current on catering menus, pricing, and special offerings; update internal documents accordingly and communicate timely information to clients.
• Remain informed on venue operations procedures and deadlines; ensure clients understand and comply with all guidelines.
• Participate in client meetings, take detailed notes, and distribute recaps to internal stakeholders.
• Distribute relevant event information to internal departments such as F&B, production, security, operations, ticketing, and more, ensuring all parties are aligned and have consistent information.
• Ensure best-in-class service for clients throughout event process, walking them through each step as needed and supporting them at every stage.
• Maintain accurate records of all client activities throughout event process such as phone calls, meetings, site visits and manage deadlines for event deliverables.
• Assist with site tours and additional projects as needed to support department operations.

What do you need to succeed?

• Ideal candidate will have 3+ years of experience supporting the organization of largescale brand client events in arenas or similar environments with up to 15,000 people, preferably in live entertainment.
• Ideal candidate will have 3+ years of demonstrated experience working with high-profile brand clients including c-suite executives in a service-driven, fast-paced environment.
• Deep understanding of food & beverage planning for large events, including terminology, operations, and service standards.
• Familiarity with event formats such as Keynotes, Panel Discussions, Celebrations, Product Launches, Receptions, Conferences and more.
• Exceptionally organized, detail-oriented, and proactive — thrives under pressure and can manage multiple events at once.
• Warm, professional demeanor with a positive, coachable attitude and strong relationship-building skills.
• Teamwork mentality and collaboration is a must.
• Strong written and verbal communication skills with the ability to clearly and confidently convey information.
• Ability to manage overlapping event schedules, activity and deadlines as well as troubleshoot issues.
• Ability to follow detailed processes with meticulous attention to detail and uphold deadlines.
• Proficiency in MS Office Suite (Outlook, Excel, Word, PPT and Sharepoint) is required.
• Comfortable navigating event planning, catering, ticketing, and database management systems; experience in F&B platforms such as TripleSeat and event platforms such as AirTable is preferred
• Experience in ticketing platforms such as Archtics is a plus.
• Must be able to work nights, weekends and holidays as needed for events.

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