Event Coordinator
1+ Month Contract (No End Date Determined)
On Site - New York, NY 10027
$26-30/hr

• Bachelor's degree or equivalent additional experience
• 2+ years of event production experience
• Ability to work occasional nights and weekends (hours will be adjusted to maintain a 35-40 hour workweek)
• Strong interpersonal skills and a customer service mindset

• Experience in higher education or a university setting
• Event data analytics and reporting
• Experience with event registration software (Social Tables, MailChimp, Bedework, CVENT)
• Experience coordinating temporary event staff

The Event Coordinator is responsible for supporting senior staff in the management, design, planning, and execution of a wide range of events, including executive, residential, and off-site programs.

The ideal candidate will demonstrate a high level of hospitality and customer service across all communication channels, including email, phone, and in-person interactions. They should exercise independent judgment, maintain confidentiality, and work with minimal supervision in a fast-paced environment while remaining proactive, even in reactive situations.

• Under the direction of senior staff, manage all logistical arrangements for events, including vendor selection and negotiations.
• Deliver exceptional hospitality and onsite support for events, including setup, meeting coordination, and guest services to ensure smooth operations and an outstanding attendee experience.
• Secure and track venue reservations and maintain office supplies and event inventory.
• Collaborate to develop and execute event ideas, themes, and concepts.
• Manage day-to-day relationships with vendors and internal partners responsible for event planning and coordination. Conduct research to identify new vendors and industry best practices.
• Maintain a high level of décor and culinary expertise with an understanding of food, wine, and beverage service to enhance event experiences.
• Propose meeting and event setups and partner with onsite teams to create service plans based on event needs. Coordinate vendors, including rentals, movers, florists, and A/V providers.
• Oversee rentals, event deliveries, staff arrivals and departures, greet guests upon arrival, provide onsite event support, and ensure all event logistics are completed. Maintain compliance with building safety and security protocols.
• Maintain knowledge of organizational style guidelines. Support the development of web content, create and edit printed and digital event materials, and update banners, posters, logos, images, and templates.
• Manage internal mailing lists, oversee event inboxes, and draft, format, and edit correspondence.
• Utilize event registration software (e.g., Social Tables, MailChimp, Bedework, CVENT), maintain organized processes and procedures, and recommend improvements for tracking event activity.
• Provide customer service support for all event-related activities. Monitor event phone lines and email inboxes, draft FAQs, and develop customer service templates for public communications.
• Staff event registration and welcome desks, provide in-person support to guests, and conduct research on speakers, attendees, and other event-related topics as needed.
• Collect event data and reporting metrics, evaluate attendance and engagement, and provide recommendations for future events.
• Complete post-event wrap-up activities, including archiving event materials, photos, and reporting data.
• Support event budgeting by tracking expenses, maintaining budget summaries, and assisting with financial reporting.
• Assist leadership with special projects and provide project support to the broader events team as needed.
• Perform additional duties as assigned.