Executive Events Coordinator III

2 months ago

New York, United States Swoon Technology Resources LLC Full time

Location: New York,New York
Expected Start Date: Jun 18, 2024

Swoon is hiring an Executive Events Coordinator for a top client in New York City
Join us in creating unforgettable experiences and making a lasting impact through innovative and well-executed events. Apply now to become a crucial part of our NY Events Team

  • Looking to hire ASAP
  • Benefits available: Medical/Dental/Vision
  • Onsite in New York City, NY
  • W2 Only // not C2C eligible// no sponsorship offered at this time
  • 6 month contract

The NY Events Team designs and produces exceptional events that bring together executives, partners, customers, and employees. We are on the lookout for a passionate, detail-oriented individual who thrives in the world of hospitality and events to join our vibrant New York-based events team. Our events span in-person, virtual, and hybrid experiences. Success in this role demands agility, clear and compelling communication, outstanding organizational skills, and the ability to collaborate cross-functionally. This individual will work closely with Security, Space Planning, Facilities, Workplace, and Guest Services Teams to deliver successful events.

Roles & Responsibilities:
  • Multitasking: Handle multiple events and projects simultaneously.
  • Project Management: Oversee various workplace projects as assigned.
  • Event Statistics & Reporting: Manage event statistics and conduct ad hoc reporting.
  • Vendor Negotiations: Liaise and negotiate with vendors to secure the best terms for goods and services.
  • Vendor Relations: Co-manage relationships with vendors, agencies, caterers, etc., and work collaboratively with internal teams.
  • Calendar Management: Act as a key stakeholder for G-Cal calendar management for internal event spaces.
  • Event Logistics: Organize all logistical aspects from start to finish for customer-facing meetings, town halls, etc.
  • Team Playbooks & SOPs: Develop and refine team playbooks and standard operating procedures.
  • Brand Messaging: Understand Salesforce's brand and product positioning to ensure consistent, on-brand messaging for all events.
  • Customer Service: Provide exceptional customer service and interact effectively with executives.
  • Office Management: Demonstrate solid knowledge of office management and workplace environments.
  • Innovative Research: Continuously explore and present innovative and creative event and entertainment options.
  • Operational Excellence: Ensure the seamless execution of our meetings and events, enhancing the holistic guest experience for activities including customer meetings, executive receptions, intimate dinners, town halls, and employee events.
  • Technical Skills: In-depth knowledge of Microsoft Office programs (Word, Excel, Outlook, and PowerPoint) is necessary.
  • Flexibility: Ability to work a flexible schedule as needed.
  • Teamwork: Thrive on teamwork and overcoming obstacles.
  • Workload Management: Ability to assess and prioritize workload in a strict, deadline-centric environment.
  • Organization: Results-oriented, customer-driven, and organized.
  • Problem-Solving: Strong problem-solving skills with the ability to creatively negotiate demands.
  • Financial Management: Experience in managing budgets, financial planning, and tracking.
  • Communication: Excellent written and verbal communication skills with the ability to proactively address clients' needs.
  • Customer Focus: Highly personable with a strong focus on customer service and attention to detail.
  • Experience Alignment: Evaluated based on alignment to the core competencies for the role.

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