Associate Project Manager, Private ClientsVan Wyck & Van Wyck is seeking an Associate Project Manager, Private Clients to support the Director of Private Clients across luxury private events and high-touch celebrations. This role is well suited for someone with 5+ years of experience in luxury events, VIP hospitality, concierge services, premium guest experience, or high-end client operations. The ideal candidate thrives in fast-paced, detail-intensive environments and approaches execution with a hospitality-first mindset.Our work requires exceptional discretion, polish, responsiveness, and composure under pressure.
Candidates should be comfortable supporting ultra-high-net-worth clients, managing complex logistics, and delivering an elevated level of service throughout every stage of planning and execution. You will support the planning, coordination, and execution of private events, working closely with senior producers, internal teams, and vendors to ensure every detail is meticulously tracked, documented, and flawlessly executed. Success in this role requires strong instincts around guest experience, presentation, discretion, and service standards.This is not a traditional corporate event planning role.
Our work is highly personalized, detail-driven, and rooted in elevated hospitality and bespoke guest experiences.ResponsibilitiesProduction & LogisticsCreate and manage production timelines, run-of-show documents, and production ordersResearch, secure, and manage vendors including venues, rental companies, fabricators, and subcontractorsBuild staffing plans and handle crew scheduling, travel arrangements, and accommodations as neededProactively troubleshoot production challenges and escalate appropriatelyOrder event supplies and coordinate site delivery and return with comprehensive logistical guidesCommunicate clearly and consistently on logistics, deliverables, and production timing across internal teams and vendorsEnsure scope and budget remain aligned with production realities throughout the planning processCollaborate with production colleagues and vendors to problem-solve and develop solutions in real timeSupport on-site execution; assist in managing crews, vendors, and timelines with precisionDocumentation & Administrative Production SupportPrepare and maintain concept memos, event estimates, production orders, run-of-show documents, and expense reportsUpdate and manage production schedules and internal tracking documents across multiple simultaneous projectsAssist with budget tracking and expense reconciliation under the guidance of the Director and senior producersSupport vendor outreach, follow-up, and contract coordinationOn-Site Event SupportLead assigned areas of on-site execution with meticulous attention to detailAssist in managing load-in, setup, event operation, and breakdownServe as a calm, focused point of contact for crew and vendors during live eventsPay & Benefits at Van Wyck & Van WyckThis position has an annual base salary range of $85,000 to $110,000. Actual compensation within this range will be determined based on the candidate's skills, experience, education, and other job-related factors permitted by law. In addition to base salary, employees may be eligible for other benefits that impact overall compensation or total rewards.
Other benefits include:Paid Time Off (PTO): Enjoy flexible, discretionary PTO to balance your work and personal life, with manager approval and proper coverageHealth Insurance: Comprehensive health benefits include medical, dental, and vision plans, with significant company contributions to premiums and options for FSA or HSAOne Medical and Talkspace Memberships: Complimentary memberships providing primary care and mental health support401(k) Retirement Plan: Participate in a retirement savings plan with pre-tax and Roth options after six months of employment with a discretionary company matchCell Phone Stipend: Receive a $100 monthly phone reimbursement after three months of employmentCommuter Benefits: Take advantage of our pre-tax commuter benefits program to save on transit and parking expensesGym Reimbursement: Stay fit with a $400 annual gym reimbursement, available to those enrolled in our health insurance planRequired Qualifications/Skills:A minimum of 5+ years of experience in luxury event production, hospitality operations, concierge services, or premium client experience environmentsProficiency in Microsoft Office, including Excel, Word, and OutlookExcellent written and verbal communication skills; confident in managing vendor outreach and follow-upProven ability to manage multiple projects and tasks simultaneously with precisionStrong organizational skills and exceptional attention to detail, presentation, and guest experienceCollaborative working style with the ability to work across departments and personalitiesComfort working under tight timelines and in high-pressure live event environmentsHigh level of professionalism, discretion, and emotional intelligence when interacting with colleagues, clients, and principalsWillingness to work evenings, weekends, and holidays as event schedules requireAbility to travel domestically and internationally as neededThe ideal candidate has the following qualifications:Experience in luxury private event production, private membership clubs, VIP or celebrity concierge services, or luxury hospitality experienceExperience interacting directly with VIP guests, clients, or principalsExperience coordinating fabrication, rentals, and specialty vendors in a production contextStrong instincts around aesthetics, presentation, guest flow, and the level of detail required within luxury event environmentsBudget management and CRM experienceFamiliarity with AutoCAD or other floor plan and site plan toolsMAC and PC proficiencyVan Wyck & Van Wyck and Workshop are proud to be Equal Opportunity Employers. We do not discriminate on the basis of race, color, ethnicity, creed, religion, sex, gender, gender identity or expression, sexual orientation, pregnancy, childbirth, breastfeeding or related medical conditions, reproductive health decision-making, marital status, partnership status, familial status, caregiver status, domestic violence, sexual violence or stalking victim status, national origin, ancestry, citizenship or immigration status, age, disability, arrest or conviction record, genetic information or predisposition, military or veteran status, lawful source of income, unemployment status, height or weight, hair texture or protective hairstyles, credit history, or any other status protected under applicable federal, state, or local law.