Event Coordinator

Job Title: Event Coordinator – Sponsorship & Events

Pay Range: $41 to $46/hr

Location: New York, NY

Duration: 06 Months, Possible Contract to hire

Overview

The client is looking for an Event Coordinator with a talent for making our events and sponsorships ever more exciting and unique. Whether we are hosting our own event/conference, or branding our presence at industry conferences, we want clients and employees to feel as though we created a unique and meaningful experience for them.

You will join our team reporting to the Director, Sponsorship & Events and will work collaboratively across the marketing department to coordinate all event details – invitation process, program/agenda, event logistics, virtual livestreams, promotional items, and communications – to drive awareness and attendance. Working closely with business leaders throughout the firm, you will bring creative ideas and solutions to help them meet their event-related business goals.

This role requires experience with venue site evaluation and selection, contract negotiations, speaker selection, budgeting, client management, strategic event planning, event execution, and conference production and management.

You will be responsible for assisting with managing both small and large-scale events, including town halls, employee resource group programs, client dinners, receptions, golf outings, seminars, panel sessions, lunch and learns, industry sponsorships, as well as support for other internal events that promote employee and client engagement.

Responsibilities

• Assist in planning, developing, and execution of events and conferences across the Americas’ region.
• Work with the business to identify marketing and conference opportunities that align with their objectives, offering recommendations on sponsorships, speaking opportunities, and conference participation.
• Assist with the management of sporting and event tickets, including ticket allocation and inventory management, distribution and attendee follow up, compliance reporting, invoicing, catering orders, and the client ticketing inbox.
• Organize and manage the events team's inventory, supplies, and promotional items.
• Support branding, coordination, and execution of Corporate Access conferences and marketing events.
• Understand the objectives of various front-office businesses (investment banking, corporate finance, capital markets and securities) to provide strategic advice and support their needs.
• Coordinate and assist with end-to-end event logistics, including: Event kick off and prep calls
• Site evaluations, Venue selection, Contract negotiations, Budget approvals, Hotel room blocks, Invitation process, Attendee registration lists, Registration site creation, Promotional items/giveaways, Booth setup, Signage and creative assets, Shipping details, Speaker arrangements, Presentations, Communication around event timelines, On-site management and execution.
• Manage the client Events team calendar, event intake form, and Events mailbox.
• Coordinate with relevant parties and manage the addition of all sponsorships and events on both the external and internal client’s websites.
• Work with conference coordinators, vendors, and other providers involved in external industry sponsorships.
• Maintain up-to-date lists of event venues, restaurants, hotels, and speaker bureaus.
• Collaborate with internal departments such as: A/V and IT, Print Center, Creative Services, Internal Communications, Media Studio, Accounts Payable, Legal. to ensure seamless and efficient event execution.
• Provide detailed post-event reports by creating surveys, gathering stakeholder feedback, and creating action plans around improvement following all activations.

Experience Required

• Meticulous attention-to-detail and highly organized
• Understanding of marketing strategy and planning with the ability to identify the right fit for partnerships and sponsorships
• Knowledge of meeting and conference practices
• Ability to plan, manage, and execute multiple events simultaneously
• Knowledge of speaker selection and contract negotiation
• Adept project manager with impeccable time management and prioritization skills
• Ability to work collaboratively in a team environment
• Exceptional professionalism and confidence demonstrating the ability to communicate effectively
• Ability to effectively engage with senior leadership and navigate a matrixed environment
• Team player with collegial style; high energy, drive, and enthusiasm
• Proficiency with: MS Word, Excel, PowerPoint, Event planning/management tools, Registration tools, Survey tools
• Willingness to support global requirements as schedule requires
• Willingness to travel less than 10% for on-site event support

Qualifications

• 1–2 years of events/sponsorships management experience
• Financial services industry experience is a plus
• Bachelor’s degree in marketing, communications, or a related field