Associate Project Manager, Private ClientsPOSITION OVERVIEW:Van 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. The ideal candidate anticipates needs before they arise and understands that luxury execution is built through precision, responsiveness, and follow-through.
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.
RESPONSIBILITIESDay-to-day responsibilities include, but are not limited to:
Production & Logistics- Support end-to-end event planning and execution from preproduction through load-out and reconciliation
- Create and manage production timelines, run-of-show documents, and production orders
- Research, secure, and manage vendors including venues, rental companies, fabricators, and subcontractors
- Build staffing plans and handle crew scheduling, travel arrangements, and accommodations as needed
- Proactively troubleshoot production challenges and escalate appropriately
- Order event supplies and coordinate site delivery and return with comprehensive logistical guides
- Communicate clearly and consistently on logistics, deliverables, and production timing across internal teams and vendors
- Ensure scope and budget remain aligned with production realities throughout the planning process
- Collaborate with production colleagues and vendors to problem-solve and develop solutions in real time
- Support on-site execution; assist in managing crews, vendors, and timelines with precision
Documentation & Administrative Production Support- Prepare and maintain concept memos, event estimates, production orders, run-of-show documents, and expense reports
- Update and manage production schedules and internal tracking documents across multiple simultaneous projects
- Assist with budget tracking and expense reconciliation under the guidance of the Director and senior producers
- Support vendor outreach, follow-up, and contract coordination
On-Site Event Support- Lead assigned areas of on-site execution with meticulous attention to detail
- Assist in managing load-in, setup, event operation, and breakdown
- Serve as a calm, focused point of contact for crew and vendors during live events
PAY & 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 coverage
Health Insurance: Comprehensive health benefits include medical, dental, and vision plans, with significant company contributions to premiums and options for FSA or HSA
One Medical and Talkspace Memberships: Complimentary memberships providing primary care and mental health support
401(k) Retirement Plan: Participate in a retirement savings plan with pre-tax and Roth options after six months of employment with a discretionary company match
Cell Phone Stipend: Receive a $100 monthly phone reimbursement after three months of employment
Commuter Benefits: Take advantage of our pre-tax commuter benefits program to save on transit and parking expenses
Gym Reimbursement: Stay fit with a $400 annual gym reimbursement, available to those enrolled in our health insurance plan
REQUIRED QUALIFICATIONS/SKILLS:- A minimum of 5+ years of experience in luxury event production, hospitality operations, concierge services, or premium client experience environments
- Proficiency in Microsoft Office, including Excel, Word, and Outlook
- Excellent written and verbal communication skills; confident in managing vendor outreach and follow-up
- Proven ability to manage multiple projects and tasks simultaneously with precision
- Strong organizational skills and exceptional attention to detail, presentation, and guest experience
- Collaborative working style with the ability to work across departments and personalities
- Comfort working under tight timelines and in high-pressure live event environments
- High level of professionalism, discretion, and emotional intelligence when interacting with colleagues, clients, and principals
- Willingness to work evenings, weekends, and holidays as event schedules require
- Ability to travel domestically and internationally as needed
The ideal candidate has the following qualifications:- Experience in luxury private event production, private membership clubs, VIP or celebrity concierge services, or luxury hospitality experience
- Experience interacting directly with VIP guests, clients, or principals
- Experience coordinating fabrication, rentals, and specialty vendors in a production context
- Strong instincts around aesthetics, presentation, guest flow, and the level of detail required within luxury event environments
- Budget management and CRM experience
- Familiarity with AutoCAD or other floor plan and site plan tools
- MAC and PC proficiency
