Events Coordinator

1 month ago

New York, United States BizTek People, Inc. | APA International Placement Consultants Full time
Job DescriptionJob Description

Job Description:

We are 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 Vice President, Sponsorship & Events and will work collaboratively across the marketing department to coordinate all event details – invitation process, program/agenda, event logistics, virtual live streams, 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, industry sponsorships, as well as support for other internal events that promote employee engagement.


Responsibilities:

Assist in planning, developing and execution of events and conferences across the region.

Work with business to help identify marketing/conference opportunities that are aligned with their goals.

Assist with sporting and event ticket management – i.e., allocation and distribution

Organize and manage event inventory and supplies

Support Event team members with 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 -- in order to strategically advise and support their needs.

Coordinate and assist with end-to-end event logistics -- site evaluation, venue selection, contract negotiation, budget approvals, hotel room blocks, invite process, attendee registration, promotional items/giveaways, booth setup, signage, shipping details, marketing materials, speaker arrangements, presentations, and on-site management and execution.

Manage event calendar, budget and reporting

Communicate with business partners to ensure sufficient lead times around each event

Actively manage conference coordinators, vendors, consultants and other providers

Provide detailed post-event reports by conducting surveys, gathering stakeholder feedback and creating action plans around improvement following all activations

Pre-production event management including coordinating speaker details, session flow, presentations, prep calls, and more

Advise businesses/stakeholders on recommended sponsorships, speaking opportunities and conference participation.


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; impeccable time management and prioritization skills

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 Office (Word, Excel PowerPoint), event planning/management, registration, and survey tools

Willing to support global requirements as schedule requires

Willing to travel 10% for on-site event support


Qualifications:

Minimum of 2 years of events/sponsorships management experience. Financial services industry experience is a plus.

Bachelor's degree in marketing, communications or a related field.



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