Corporate Events Coordinator

This is a Full Time Job

The Corporate Events Coordinator will serve as a key point of contact for VIP hospitality, interfacing directly with clients and C-Suite executives. This role will support the Corporate Events team in planning client and internal events ranging from intimate dinners to large-scale programs. The role will also encompass a range of administrative functions that support the department’s SVP, and the team’s day-to-day operations. A strong command of registration platforms and a strong focus on guest communications are essential to this position. This position reports to a Manager in the Corporate Events Department.

Here You Will:

Event Support
• Serve as the primary guest communication liaison with event attendees: coordinating travel arrangements, answering attendee questions, troubleshooting event registration issues
• Manage event invitation/RSVP process and maintain guests lists across multiple simultaneous events
• Assist in the production of digital and print event collateral
• Conduct research for upcoming events: venues, hotels, activities, transportation companies, gifting, merchandise, etc.
• Serve as additional on-site support for local NYC events, and travel to events outside NYC as needed
• Track extensive list of domestic and international shipments for events; liaise with FedEx and other couriers to resolve delivery issues
• Help coordinate team shipping of supplies and materials for upcoming events, including unpacking and restocking upon return

Administrative Support (SVP and Department)
• Provide administrative support to the SVP - including calendar management, travel arrangements and corporate card/p-card reconciliation
• Oversee team’s p-card for event air travel, reviewing and approving all team members’ individual p-card charges
• Set up new vendors in company’s financial database and submit invoices for wire/check payments
• Manage department’s events calendar and team travel/PTO schedules
• Manage the inventory and use of iPads/iPods for events, and keep Spotify playlists current
• Organize and maintain department closets and event supply inventory
• Restock office supplies on an ongoing basis, or when team members request: printer ink, FedEx shipping supplies, name place cards, etc.
• Assist with onboarding new team members: equipment ordering and setup, providing access to all necessary NBCU portals and websites
• Train and help mentor the Corporate Events Page(s)

Qualifications

Here You'll Need:
• Bachelor’s degree or related work experience
• Relevant experience in events, hospitality, entertainment or related field

What We'll Look For:
• Excellent written and verbal communication skills
• Proactive, solutions-oriented, and detail-oriented
• Thrive in a fast-paced, high-volume environment where priorities can shift quickly
• Solid organizational skills with the ability to manage multiple projects simultaneously under tight deadlines
• Reliable and flexible team player
• Proficient in Outlook, Excel, PowerPoint and registration platforms
• Experience booking both hybrid and virtual meetings on Microsoft Teams
• Stays current on trends across food and beverage, hospitality, premiums, restaurants, entertainment, sports, etc.

Additional Requirements:
• Must be willing to work in New York, NY
• Must be willing to travel up to 40%
• Must be able to work flexible hours, including evenings, weekends and holidays based on event schedule

This position currently has a hybrid schedule, which requires contributing from the office a minimum of four days per week. The Company reserves the right to change in-office requirements at any time.