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Executive Administrator & Events Coordinator

Upstate Jamboree is a boutique event rental company specializing in handcrafted lawn games designed to bring joy, connection, and beauty to weddings and events across New York State and beyond. We take pride in offering thoughtful service, stunning products, and a one-of-a-kind experience for our clients and their event guests.

Position Overview

We are seeking an organized, personable, and detail-oriented Executive Administrator & Events Coordinator to join our growing team. This is a multifaceted role that blends client communication, behind-the-scenes logistics, and light creative work. If you thrive on keeping things running smoothly, love a good checklist, and enjoy supporting events that bring people together, this role is for you.

Key Responsibilities

Client Communication & Coordination

  • Serve as the primary point of contact for client inquiries via email and phone

  • Manage the booking pipeline from inquiry to contract completion

  • Send proposals, contracts, and invoices using Canva and Adobe Acrobat

  • Respond to client questions and update them on event timelines, staffing and logistics

Operations & Logistics

  • Schedule and confirm delivery teams and game attendants for events

  • Maintain and update our internal Google Calendar with event listings and staffing assignments

  • Ensure all documentation is in place, accurate and confirmed ahead of each event

Administrative

  • Track client payments and flag outstanding balances

  • Maintain and update digital filing systems for clients and events

  • Assist with inventory and rental item availability tracking

Marketing Support

  • Occasionally update content on our Squarespace website (no coding needed)

  • Post updates and event highlights to social media (primarily Instagram)

  • Help organize photos and testimonials for marketing use

The Ideal Candidate

  • Strong communicator with excellent email and phone etiquette

  • Highly organized and efficient, with great time management skills

  • Self-starter who can work independently and juggle multiple projects at once

  • Comfortable learning new software platforms (Squarespace, Canva, Google Sheets, and Adobe Acrobat)

  • Has a good eye for aesthetic details and brand alignment

  • Enthusiastic about events and hospitality

  • Prior experience in event planning, administration, and/or customer service

Details

  • This is a remote-flexible role, though preference will be given to applicants local to the Hudson Valley who may occasionally meet in-person as needed

  • Part-time: estimated 10–20 hours/week depending on the season and booking volume

  • Weekend availability and responsiveness is appreciated during peak event months

  • Opportunities for increased hours and responsibilities based on performance and interest!

How To Apply

Please send a brief introduction, your resume, and why you’re a great fit for this role to gameon@upstatejamboree.com. We’re excited to meet someone who shares our values of client care and hospitality!

AT A GLANCE—

START DATE: Immediate
CONTRACT: Part-Time (with potential to grow)
PEAK SEASON: April - October
SALARY: Commensurate with experience
LOCATION: Hybrid (Hudson Valley, NY preferred)

Event Services Associate

AT A GLANCE—

START DATE: Immediate
CONTRACT: Gig work
PEAK SEASON: April - October
SALARY: Commensurate with experience
LOCATION: Kingston, NY and beyond

Upstate Jamboree is a game rental company based in Kingston, NY. We design, build and rent very fun heirloom-quality games for weddings and events throughout New York, Connecticut, Massachusetts, New Jersey and beyond. 

Since our rental packages are all-inclusive, the role includes offering white glove delivery, with full set-up and break down of all rental items. Your role will also include working as an attendant at some events. This means being present during the actual event to reset the games as they’re played, keep the gaming area clean, answer guests’ questions about the games, and offer playing tips when needed. 

This is a very active and fun job that will take you to new towns and many celebratory events like weddings, bat / bar mitzvahs, anniversary parties, and corporate events. It's a pretty fantastic gig all around. We are looking for someone who is motivated and hardworking, but also knows how to have a good time!

Job Requirements

  • Must have a valid driver’s license

  • Must have your own vehicle

  • Have moving, or other relevant experience

  • Are able to lift up to 75lbs and stand or walk for long periods of time

  • Have a great attitude and enjoy working with people

  • Experience in customer service or in the service industry

  • Show up on time (punctuality is important for events!) and be comfortable working long shifts

  • Most events fall on weekends, so weekend availability is important

  • You must be able to commit to events, sometimes months in advance

  • Have an interest in sticking around and growing with us! We are a small business and it takes a lot of time, energy and resources to train staff, plus we like to treat our workers like family, so we need people who are invested in our business. We are growing and want our staff to grow with us.

Job Responsibilities

  • Load, unload, inspect, assemble, and ensure the safe delivery of games and furniture items to various venues

  • Confirm receipt of goods with the client and fill out delivery checklists

  • Assemble and arrange games and furniture to the client’s satisfaction (not just deliver the items)

  • Maintain a clean and safe work environment to ensure safety protocols are being followed, and to optimize space utilization

  • Report any discrepancies with rental items, and any issues that prevent the completion of tasks to a supervisor

  • Communicate and cooperate with supervisors, other team members, and event planners / coordinators / managers

  • Follow quality standards that ensure we satisfy our clients

The Role

Our busy season is here so you can get started right away! Please note that this position is seasonal and irregular. You will have a probationary training period for the first three events, and then once you are ready to work events on your own you will have an immediate pay bump!

The Perks

Travel to new places, work at truly gorgeous venues, meet awesome people, get paid very well plus frequent cash tips, gourmet meals, and party swag! Each event is different from the next so nothing about this job is monotonous.

How to Apply

We want to hear from you! Please email us your resume, a little bit about yourself, and why you are interested in this job to gameon@upstatejamboree.com.