We are looking for an Event Coordinator to support the planning and delivery of client-facing events in New York, New York. This Long-term Contract position partners closely with the event manager and cross-functional hospitality teams to manage event details from initial intake through on-site execution. The role is ideal for someone who thrives in a fast-paced environment, communicates well with service partners, and can adapt to a schedule that may include extended hours based on event needs.
Responsibilities:
- Partner with the client-side event manager to organize event logistics and ensure each program is prepared for successful delivery.
- Gather and review event details for upcoming functions, translating client needs into clear operational plans.
- Oversee coordination for events held in the 8th-floor event space, ensuring room readiness and service alignment.
- Collaborate with catering vendors to recommend food selections and service options that match event goals.
- Advise on staffing coverage and service support required for each event based on size, format, and timing.
- Prepare and finalize event documentation, including quads and other planning materials needed for execution.
- Enter and maintain accurate event information within the company system to support scheduling and operations.
- Work closely with hospitality and concierge teams to coordinate guest experience, service flow, and on-site support.
- Manage events from the initial request stage through live execution, resolving issues quickly and maintaining high service standards.
- Experience supporting event coordination, hospitality operations, or workplace services in a detail-focused environment.
- Ability to manage multiple event details at once while maintaining strong organization and attention to detail.
- Comfortable communicating with internal stakeholders, vendors, and service teams in a client-facing setting.
- Willingness to work a flexible schedule, including overtime and later hours when events extend beyond the standard shift.
- Proficiency with administrative tasks such as data entry, document handling, and maintaining accurate records.
- Familiarity with scanning documents, mailroom-related support, or similar office services is preferred.
- Ability to answer multi-line phone systems and respond effectively to inquiries or service requests.