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Executive Administrator & Events Coordinator
Upstate Jamboree is a family-owned, 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 family-owned game rental company based in Kingston, NY. We design, build and rent very fun heirloom-quality games, and also offer furniture rentals, for weddings and events throughout New York, Connecticut, Massachusetts, New Jersey and beyond.
Since our rental packages are all-inclusive, the role includes 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 celebratory events like weddings, bat / bar mitzvahs, anniversary parties, and corporate events. It's a pretty fantastic gig all around, and often includes free meals and cash tips.
We are looking for someone positive, reliable and hardworking to fill weekday, weekend, day & night shifts helping with event set-up and breakdowns. We offer a competitive hourly rate, and a flexible schedule.
Job Responsibilities
Load and unload rental equipment onto delivery trucks
Transport inventory to and from event venues safely and on schedule
Set up and break down rental equipment according to event layouts
Perform physical labor, including heavy lifting in various environments
Communicate with clients and event staff on site to confirm setup details
Inspect and handle equipment carefully to maintain quality and organization
Report any discrepancies with rental items, and any issues that prevent the completion of tasks to a supervisor
Job Skills & Requirements
Must have a valid driver’s license and access to a vehicle
A High School Education is required
Experience in customer service, restaurants / the service industry, art handling, professional 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
Maintain a professional personal appearance
Show up on time (punctuality is important for events!) and be comfortable working long shifts
Many 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.
The Role
Please note that this position is seasonal and irregular. You will have a (paid) 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, why you are interested in this job, and what makes you a great fit to gameon@upstatejamboree.com.