Company description

Pixie Scout is a collaborative team of food and hospitality professionals creating and sharing food and beverage provisions in service of joyful food experiences.

Job description

Events Sales and Coordination Lead

(Part-time position)

The Event Sales and Coordination Lead is a part-time position on the Event Services Team, responsible for the client-facing sales and customer service aspects of booking events as well as the behind-the-scenes coordination of all event details such that they are ready for successful execution on event day. This position works closely with the culinary and operations team based at our commissary in Brooklyn and is required to be in the sales and operations office at our commissary at least three (3) days each week during our regular operating hours. This position also works closely with members of our Event Services Core -- the team responsible for executing events -- ensuring they are equipped with all the details necessary for each event.

Responsibilities and deliverables expected of this role:

Client-Facing Communication

• Managing the Event Services inbox
• Fielding customer service questions
• Reviewing inquiry forms and and building proposal materials
• Redirecting inquiries that are not aligned with company products and services
• Escalating inquiries or matters to Director-level support when needed
• Communicating with clients and their venues to gather all necessary event details and requirements
• Creating and sharing invoices for Event Services with clients in a timely manner
• Managing key event timeline deadlines with clients like signed Service Agreements, guest counts confirmation, invoicing, etc.

Event Coordination Communication

• Keeping Event Service Google Calendar up to date with all relevant event information
• Communicating service staff req to Team Resources in a timely manner so that all events are properly staffed
• Working with Event Services team to identify and then populate all pertinent food, beverage and infrastructure data in Event Book spreadsheets
• Working with Event Services team to request and file key documentation, including Certificates of Insurance and SLA permits
• Soliciting quotes and processing orders from external vendors for specific events
• Sharing completed Event Book spreadsheets with the relevant Event Services team members ahead of each event
• Answering questions in Event Services Slack channels pertaining to event proposals, confirmed events, and events in progress

Event Operations and Logistics

• Populating Event Book spreadsheets for all confirmed events with all relevant information by the appropriate deadlines
• Identifying and requisitioning any special order items from the Commissary operations team in a timely manner
• Formatting and printing required event documents, such as food labels, packlists, and coordinator sheets
• Consolidating post-event reports from Slack channels into Event Books
• Completing tip distribution tracking sheets and sharing them in the #payroll Slack channel
• Working with the commissary Operations team to pick and pack all infrastructure for upcoming events
• Working with the commissary Operations team to sort and re-shelve items returning to the commissary from events.
• Working with the commissary Operations team to track inventory of studio infrastructure and vessels for events and order/re-order items as needed

Weekly Team Meetings

• Populating agenda for weekly Events Services Sync as well as the Inside 7/Inside 15 list of events for weekly Commissary Menu Huddle
• Leading the portions or all of weekly Event Services Sync
  Attending WFS weekly sync meetings when there is overlap with Event Service activities

You are likely to be a great fit for this position if you are:

• Passionate about food
• Communicative
• Clean and fastidious
• Quick and efficient
• Punctual and present
• Professional and supportive

Job requirements:

• 5+ years of working in a professional hospitality role
• 3+ additional years of working in a leadership role in the events industry, ex. Event Planner, Production Lead, Event or Service Coordinator, Event Operations Lead, etc.
• Experience managing event industry regulations and requirements in NYC preferred
• Experience managing spreadsheet-based information and data sets preferred
• Able to complete tasks that may require lifting up to 50 lbs.
• English Language Proficiency: written and verbal fluency required
• Google Workspace Proficiency including but not limited to Google Docs, Google Sheets, Google Slides

Job Posting details:

• Part-Time position with a weekly in-office requirement of 3 8-hour workdays and a total workweek expectation of no more than 30 hours per week
• In-office schedule must overlap with company’s synchronous workweek: Monday - Friday no earlier than 8:00 AM and no later than 6:00 PM
• Required attendance at Event Services team meetings (roughly 1-3 hours per week)
• Some schedule hours available for remote administration and communication work
• Additional shift hours available as needed with Director approval
• Access to Event Service Core team training and shifts
  For this position, we are offering a salary range of $45k - $55k
  Eligibility for employer-sponsored Medical, Dental, and Vision insurance benefits
• Eligibility for Employer-Matched 401k plan
• Paid Sick Leave and Paid Time Off benefits

Compensation

this position is: salaried, varies DOE, $45,000.00 - $55,000.00

Application instructions

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Deadline

August 30, 2026