Corporate Events Coordinator

This is a Full Time Job

Role Purpose:

The Corporate Events Coordinator will have a strong focus on VIP hospitality and working with clients and C-Suite executives. This role is responsible for supporting the Corporate Events team in planning client and internal events. Events can range from an intimate dinner to a large-scale program. The role will have a strong focus on guest communication and being an expert in the registration platform.

Responsibilities:
• Administrative Duties
• Perform administrative duties for team and SVP, including organizing event closet, arranging travel, and clearing p-card
• Track extensive list of domestic and international shipments for events, as well as liaise with FedEx to troubleshoot issues with deliveries
• Set up new vendors in company’s financial database and submit invoices for wire/check payments
• Team Support
• Manage department’s events calendar and team’s travel schedules/PTO
• Restock office supplies when running low, or when team members request: printer ink, FedEx shipping supplies, name place cards, etc.
• Assist with onboarding new team members: setting them up with the proper equipment, providing access to all necessary NBCU portals and websites
• Oversee team’s p-card for event air travel, and review and approve all team members’ individual p-card charges
• Train and help mentor the Corporate Events Page
• Help team ship necessary items and supplies for upcoming events, and unpack upon return
• Manage use of iPads / iPods for events and keep Spotify playlists up to date
• Organize and maintain department closets in the office
• Event Prep
• Act as additional on-site assistance for local events, and other locations outside of NYC
• Act as the guest communication liaison with event attendees: coordinating travel arrangements, answering questions, troubleshooting issues with event registration
• Assist in the production of digital and print collateral
• Assist team with research for upcoming events: venues, hotels, activities, transportation companies, merchandise, etc.
• Manage event invitation and RSVP process, as well as maintain guest lists, for multiple events

Qualifications

Basic Requirements:
• Bachelor’s degree or related work experience

Desired Characteristics
• Solid verbal and written communication
• Proactive, solutions-oriented, and detail-oriented
• Ability to handle 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 updated on current trends for premiums, restaurants, 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, evenings and weekends 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.