Biltern

Responsibilities

• Draft and send vendor outreach emails, follow-ups, and confirmations; support scheduling of site visits and vendor calls.
• Track RSVPs and manage guest lists.
• Research and source venues, vendors, and event/swag ideas aligned with Bilt's branding guidelines.
• Build and update run-of-show documents and event timelines.
• Coordinate shipping/receiving timelines, track packages to venues, and ship event materials to and from storage.
• Maintain vendor contact lists and certificate of insurance (COI) collection.
• Support swag/merch coordination — sourcing, ordering, kitting, and fulfillment.
• Reconcile and organize receipts, assist with expense reporting, maintain budget trackers, and flag overages.
• Assist on-site with guest registration and check-in, coat check, gifting stations, activation touchpoints, and event setup/breakdown; serve as a point of contact for vendors during load-in and load-out.
• Compile post-event recaps and photo galleries, organize event materials and assets, and track inventory usage and reorder needs.

Requirements

• Highly organized and detail-oriented, with strong follow-through.
• Clear, professional written and verbal communication.
• Comfortable with Excel/Google Sheets and shared drive organization.
• Able to lift approximately 25 lbs and stand for extended periods.
• Available for evening and weekend events (5–10 events per month).
• This role requires you to be on-site at our Bilt HQ office in NYC for a minimum of 20hrs per week.

Nice-to-Haves

• Interest in events, brand, hospitality, or experiential marketing.
• Prior exposure to event production.
• Experience with budget trackers or expense reporting.