Senior Coordinator, Special Events

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Serve as the primary point of contact and strategic lead for complex, high‑profile, and multi‑department events, managing communication with external clients, internal stakeholders, and third‑party vendors to ensure seamless planning and execution.
• Partner closely with the Sales Department to interpret contract expectations, provide strategic guidance on event capabilities, and ensure deliverables are not only met but exceeded through proactive planning and elevated client service.
• Lead event oversight from conception through completion, guiding internal teams, validating event details, and actively managing all operational facets before, during, and after events with minimal supervision.
• Own event financial management, including building and managing budgets within the Astros event management /software system, monitoring expenditures, and collaborating with Finance to reconcile final event costs and optimize financial performance.
• Drive all aspects of event coordination for assigned events, including conducting site tours, leading planning meetings, directing pre‑event communication, advising on vendor selection, and producing detailed CAD diagrams and event documentation.
• Support and guide production planning, including working with internal production teams to determine needs, source equipment and services, and maintain a high standard of technical execution for live and in‑venue events.
• Oversee programming elements for Astros‑produced events, including developing run‑of‑show documents, writing or refining scripts, and ensuring programming aligns with brand standards and event objectives.
• Deliver a superior and elevated client experience, serving as a trusted advisor to both internal and external partners and maintaining a solutions‑oriented approach.
• Mentor and support junior event staff, fostering collaboration, modeling best practices, and contributing to a positive and high‑performing special events team culture.
• Perform other duties as assigned, including opportunities to lead special projects that enhance operational efficiency or elevate the overall event program.

• Bachelor’s degree in marketing, sales, hospitality management, business administration, communications, or a related field.
• 4+ years of progressive experience in hospitality, large‑scale events, sports, entertainment, or venue operations, with a proven track record of independently coordinating and executing complex events.
• 3+ years of experience in event production, including show calling, stage management, vendor coordination, and demonstrated working knowledge of technical production elements.
• Demonstrated leadership capability, including mentoring junior staff, guiding cross‑functional teams, or leading large event projects with minimal oversight.
• Expert‑level organizational and logistical planning skills, with the ability to apply strategic thinking, anticipate challenges, and develop solutions proactively.
• Exceptional attention to detail, time management, and follow‑through, with the ability to manage multiple high‑stakes projects simultaneously in a fast‑paced environment.
• Proven ability to build strong relationships across diverse internal teams, external partners, clients, and vendors, acting as a trusted representative of the organization.
• High level of professionalism, discretion, and integrity, with the ability to handle sensitive information and interact with high‑profile stakeholders.
• Creative, energetic, and forward‑thinking approach to event design, planning, and client service.
• Strong decision‑making ability, with confidence in providing recommendations, driving event direction, and serving as the primary point of contact for high‑visibility projects.
• Exceptional verbal and written communication skills, including experience preparing event materials, run‑of‑show documents, and client‑facing communications.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint required.
• Working knowledge of event management software preferred.
• AutoCAD proficiency strongly preferred (or willingness to quickly…