Event Coordinator

Wine Enthusiast Companies is a Certified B Corporation and the ultimate source of innovation and information around wine. Founded in 1979 by Adam and Sybil Strum, the company is composed of Wine Enthusiast Commerce and Wine Enthusiast Media. Embodying the commerce side, the Wine Enthusiast Shop provides premium wine-lifestyle products, reaching millions of consumers globally via direct mail, an e-commerce site, and a business-to-business division. Representing the media side, Wine Enthusiast magazine is an award-winning print publication and online resource that showcases wine news, food trends, and more than 25,000 ratings and reviews annually. By the end of 2023, WineEnthusiast.com reached 4.5 million monthly pageviews and is the industry leader with the most traffic of any wine media website. Wine Enthusiast events include the annual premier Wine Star Awards gala. Together, Wine Enthusiast Companies is the indisputable hub for everything wine. We bring wine to life.

Wine Express is the exclusive wine-shop partner of Wine Enthusiast, featuring curated selections from around the globe. WineExpress.com is a wine retail site that offers customers quality wines at value prices.

Event Coordinator

Wine Enthusiast Media is seeking an Events Coordinator to assist in executing exciting new experiential events and activations in hospitality, beverage, and media.

As Event Coordinator, you will assist the Manager of Events in planning, organizing, and executing a wide range of client-sponsored events and events that promote our brand. Primary duties will include start-to-finish planning and execution of our existing in-person events in the greater New York Area, like our Sip event series, and throughout the U.S., as in the case of our annual Wine Star Awards Gala.

This role offers a unique opportunity to showcase your organizational skills and attention to detail while working in a dynamic and fast-paced environment. The ideal candidate is forward-thinking, thrives in a collaborative setting, embraces processes, works quickly and efficiently, and is flexible enough to pivot as needed. They must have proven verbal, written, and interpersonal skills. Since this position is hybrid, constant and thorough communication is vital to the role. This self-starter also can work on multiple projects simultaneously and has a proven ability to deliver complete and adequately executed work on time.

On-site attendance is required for venue walk-throughs, events, and occasional office visits to our Valhalla, NY office. Based on the events department’s schedule and needs, you must be willing to work evenings and weekends as needed. Traveling domestically or internationally 1-3+ times per year for events is also included in this position.

Responsibilities include:

• Collaborate with internal teams and external vendors to plan, coordinate, and execute various events, including wine tastings, panels, client-sponsored events, and our annual gala.
• Aid in administrative tasks to help manage events from beginning to end, such as sourcing and securing contracts with event venues and vendors and building event assets.
• Day of event logistics assistance, including but not limited to load-in, set-up, registration, branding signage and promotional material distribution, vendor management, and breakdown
• Uphold professional communication with clients, colleagues, and participating partners.
• Assist in managing event expenses and paying vendors
• Research venues and vendors and manage initial communications based on the event scope and financial considerations.
• Take ownership of guest outreach, management, and registration from start to finish.
• Work on event communication strategies, including working with the Marketing and Social Media teams on email and sms marketing and event promotion social media content.
• Work with the Design department or freelance graphic designers to build, manage, and oversee digital, printed, and promotional event materials.
• Work with our Tasting department and warehouse to manage event-related wine, spirits, and event supply deliveries, collect wine and spirits details for event materials, schedule event deliveries to venues, and distribute deliveries onsite.
• Developed creative and asset collection timelines and deadlines for internal teams, vendors, and external partners to ensure a smoothly run event.
• Updating all project management platforms and event organization documents in real-time to reflect the event’s progression.
• Collaborate and work closely with Video, Public Relations, Client Success, and Sales departments during the event planning process.
• Overseeing and ensuring a hospitable guest experience at each event.
• Assist with post-event activities, such as gathering feedback, producing event reports, and collecting metrics from other departments to include in these reports.

Qualifications:

• Bachelor’s Degree in communications, marketing, events, or related field a plus
• Minimum of 2-4+ years of experience in event operations, event planning, and/or hospitality.
• Poised, professional, and enjoys collaborating with a team.
• Extremely detail-oriented and able to sustain good time management
• A demonstrated ability to prioritize workload with efficiency
• Willing to learn from mistakes, open to feedback as well as provides feedback on ways of improving event experiences and workflow
• Willingness to get hands dirty and work on all required events tasks
• Takes the extra mile and time to ensure each event’s success
• Excellent verbal, written, and interpersonal communication skills.
• Knowledge of Google Workspace, Monday.com, Slack, Eventbrite, video conferencing platforms (Zoom and Google Meet), and email marketing platforms (Dotdigital) is a plus.
• Experience in the wine & spirits industry or media a plus

Location: This is a hybrid role, with 1-2 visits per month to the corporate office in Valhalla, New York and event travel to be determined by manager.

Wine Enthusiast was born from a passion to bring a fine wine experience to the everyday. Our love for wine goes beyond the bottle. We value family and community. We believe wine is a conduit that brings people together and that every pour brings celebration to life’s moments, big and small. We’re a family-owned business with a big heart, led and run by wine lovers working together to create new and better ways for you to explore and enjoy the exciting world of wine.

Our Core Values:

PASSION

We’re not just a company; we’re a community. Our job is to enhance the lives of others, making the wine industry and all its offerings accessible and enjoyable. Delighting and educating our consumers is at the core of everything we do.

COLLABORATION

We believe in the power of working together, sharing ideas, and leveraging our collective talents to achieve our goals. We mentor those we lead and surround ourselves with people who drive us to do more than our personal best.

INNOVATION

We values those who think outside the box to elevate the company. We celebrate change, appreciating that a nimble culture attracts talent and motivates team members to push the envelope and build our business for the future.

TRANSPARENCY

Communication and integrity are the cornerstones of our relationships with each other and our customers. We speak openly about our achievements and challenges, with the goal of helping each other grow.

EMPATHY

We support our employees with patience and understanding, recognizing that work hours represent a substantial percentage of one’s time. We encourage a diverse mindset that helps us better reflect the evolving wine culture.

JOY

We recognize that our business is not just about numbers, but also about people. As a family business, we honor the importance of our employees’ home lives. We encourage fun, discovery, adventure and health for our teams.

At Wine Enthusiast, we are committed to fostering a diverse, equitable, and inclusive workplace. We believe that diversity of thought, background, and experience enhances creativity, innovation, and problem-solving. We are an Equal Opportunity Employer (EOE) and do not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status.

Our commitment to diversity and inclusion extends beyond compliance; it's integral to our culture. We actively support employees from all backgrounds and experiences, and we value the unique perspectives they bring to our organization.

As part of our commitment to fair hiring practices, we have adopted "ban the box" policies to provide individuals with criminal records a fair chance at employment. We consider all applicants on their merits and qualifications, considering their ability to perform the job.

We recognize the importance of supporting underrepresented communities, including individuals with disabilities. If you require accommodations during the application or interview process, please let us know, and we will provide reasonable assistance to ensure a fair and equitable opportunity.

Additionally, we are dedicated to supporting local communities where we operate. We believe that a strong local presence fosters economic growth and strengthens the social fabric. We actively engage in initiatives to give back and make a positive impact.

We invite you to join us in our journey toward a more inclusive and diverse workplace. Your unique background and experiences can contribute to our shared success.

If you share our values and are excited about the opportunity to work in an environment that promotes diversity, equity, and inclusion, we encourage you to apply for this position.

Wine Enthusiast is an EOE and strives to build a diverse and inclusive team. We encourage applications from candidates of all backgrounds, abilities, and experiences.