Associate - Experiential Events & Partnership Engagement

Description

Position Overview

The Associate, Experiential Events & Partnership Engagement supports the day-to-day planning and delivery of high-touch events, hospitality programs, VIP experiences and revenue-driving activations across the Vegas Golden Knights and Foley Entertainment Group. This role serves as the operational backbone for the Experiential Growth function, keeping vendors, guest communications, timelines, budgets and onsite details organized from initial outreach through post-event closeout.

The Associate will also provide targeted support to the Global Partnerships team, particularly for game-day execution, partner activations and special events. The ideal candidate is exceptionally organized, proactive and hospitality-minded, with the ability to follow through on a high volume of details in a fast-paced sports and entertainment environment.

Essential Duties and Responsibilities

• •Experiential Event Planning & Coordination
• •Support the planning and execution of executive engagement events, Business Alliance programs, premium hospitality experiences, VIP travel, prospect and member events, partner-facing experiences and other special events.
• •Build and maintain detailed project plans, production timelines, task trackers, event checklists, run-of-show documents, contact sheets and staff briefings.
• •Coordinate event logistics including venues, catering, transportation, entertainment, decor, audiovisual needs, gifting, signage, credentials, security, staffing and guest flow.
• •Track deadlines, dependencies, approvals and open items; proactively follow up with internal stakeholders and external vendors to keep each event on schedule.
• •Assist with site visits, event setup, onsite execution, guest support and breakdown, ensuring each touchpoint reflects organizational brand and hospitality standards.
• •Support post-event closeout, including invoices, thank-you touchpoints, photo and asset collection, attendance reporting, debrief notes and documented opportunities for improvement.

Vendor Outreach, Management & Follow-Through

• •Research and source venues, vendors, suppliers and experience partners based on event goals, guest profile, timing and budget.
• •Conduct initial outreach, request availability and proposals, collect and compare quotes, schedule walkthroughs and organize vendor options for leadership review.
• •Maintain vendor contact lists, scopes of work, contracts, certificates of insurance, payment requirements, delivery schedules and approval status.
• •Own routine vendor communication and follow-up, confirming milestones, production specifications, quantities, arrival windows, setup requirements and final deliverables.
• •Coordinate with Finance and internal stakeholders to submit purchase orders and invoices, monitor payment status and maintain accurate event budget trackers.
• •Serve as a reliable onsite point of contact for vendors and promptly escalate risks, delays, cost changes or quality concerns.

Invitations, RSVP Tracking & Guest Experience

• •Maintain invitation lists and RSVP trackers with accurate guest details, segmentation, host assignments, plus-ones, dietary needs, accessibility requirements and attendance status.
• •Coordinate invitation distribution, confirmation communications, reminders, know-before-you-go information, waitlists, cancellations and day-of guest changes.
• •Partner with sales, partnerships, premium, executive leadership and other stakeholders to reconcile guest lists and ensure timely, thoughtful follow-up.
• •Prepare registration materials, seating or grouping plans, credentials, gifting lists and onsite check-in tools.
• •Support a polished, personalized guest journey before, during and after each experience.

Partnership Activation & Game-Day Support

• •Assist the Global Partnerships team with game-day and event-day activation execution, including partner displays, hospitality, promotional elements, branded experiences and contracted asset fulfillment.
• •Support activation setup, quality-control checks, partner arrival and hosting, troubleshooting and breakdown across games and special events.
• •Coordinate with internal departments, venues and vendors to confirm operational details for assigned partner activations and hospitality elements.
• •Help maintain activation timelines, fulfillment records, event photos and documentation needed for partner recaps and proof of performance.
• •Attend partner appearances, commercial shoots, community events and other contracted activations as assigned.
• •Provide responsive, professional support while appropriately routing strategic, contractual or account-management decisions to Partnership Activation leadership.

Administrative & Cross-Functional Support

• •Maintain shared calendars, event files, vendor records, hospitality inventory, status reports and centralized tracking systems with a high degree of accuracy.
• •Schedule meetings, prepare agendas, capture action items and follow up with owners on outstanding deliverables.
• •Support budget reconciliation, invoice processing, purchasing, expense documentation and other administrative requirements.
• •Collaborate with Ticketing, Premium Sales, Global Partnerships, Marketing, Creative, Communications, Arena Operations, Security, Finance and executive stakeholders.
• •Protect confidential guest, partner and organizational information and uphold the organization's Knights Code.

Minimum Qualifications

• •Bachelor's degree or an equivalent combination of education and relevant experience.
• •One to three years of experience in event coordination, hospitality, sports, entertainment, partnerships, venues, agencies or a related field preferred.
• •Demonstrated ability to coordinate multiple events, vendors and deadlines simultaneously with exceptional accuracy and follow-through.
• •Strong written and verbal communication skills, sound professional judgment and a service-first approach.
• •Proficiency in Microsoft Office, particularly Excel, Word, PowerPoint and Outlook; experience with project-management, CRM or event-registration platforms preferred.
• •Ability to work independently within established direction, identify next steps and escalate risks early.
• •Knowledge of the Las Vegas hospitality and entertainment market is a plus.
• •Flexible availability to work nights, weekends and holidays as dictated by games and events; local travel between venues is required and occasional additional travel may be necessary.

Physical Requirements

The physical requirements described below are representative of those that must be met to successfully perform the essential functions of this role, with or without reasonable accommodation.

• •Frequently remain in a stationary position and operate a computer and other standard office equipment for extended periods.
• •Frequently communicate and exchange information with employees, business partners, and vendors in person and through electronic channels.
• •Occasionally move about the workplace and between work areas to attend meetings, support testing, or coordinate projects.
• •Occasionally lift, carry, or move equipment and materials weighing up to 40 pounds.
• •Visual ability sufficient to review digital content, code, interfaces, and detailed information on computer screens.

Work Environment and Schedule

• •This is a full-time, temporary position performed primarily in a professional office and arena environment at City National Arena.
• •The role regularly uses computers, mobile devices, and standard office equipment and may include exposure to moderate noise and activity associated with a sports and entertainment venue.
• •The work schedule may vary based on business needs and may occasionally include evenings, weekends, holidays, events, or game days.
• •This position may require occasional travel to other FEG locations or events.

Our Culture

• •No ego: a 'We, not Me' approach to everything we do.
• •Positive energy.
• •Relentless work ethic.
• •Always advance.

Company Overvie