Lead Events Coordinator

2 weeks ago

New York, New York, United States Philanthropy New York Full time

Philanthropy New York is seeking a Lead Events Coordinator to enhance our events team. Reporting directly to the Director of Events and Conferences, the Lead Events Coordinator will play a pivotal role in the planning, organization, and execution of numerous annual gatherings. These events encompass onsite research conferences, scientific symposiums, and specialized workshops, as well as large-scale social gatherings for up to 1,000 guests.

KEY RESPONSIBILITIES

Assist the Director of Events and Conferences with logistical arrangements before, during, and after events, which includes managing travel and accommodation, coordinating ground transportation, negotiating catering contracts, overseeing venue management, and fulfilling insurance requirements. Oversee the Events team and interns as necessary, collaborating with various departments to identify future event requirements. Partner with vendors to develop comprehensive event websites, managing registration processes and follow-up communications. Facilitate negotiations with third-party service providers to guarantee top-tier service delivery. Supervise or generate production materials as required, including budgets, timelines, and event schedules. Deliver exceptional service to program participants, ensuring their needs are anticipated and met with precision. Review the events calendar and coordinate with staff and security to ensure timely preparations, particularly for events requiring rapid setup.

ADDITIONAL DUTIES:

Manage meetings and workshops from inception to conclusion: including outreach to attendees, logistical arrangements, and transportation coordination. Act as the primary contact for event attendees. Oversee guest organizations hosted by Philanthropy New York. Coordinate logistics with travel partners, ground transportation services, and other vendors. Serve as a resource for the Events team and other departments during event planning. Perform any additional duties as assigned or required.

REQUIRED QUALIFICATIONS

Education

Bachelor's degree

Experience

At least 7 years of relevant experience in event management Proven success in collaborating with diverse client groups, managing budgets, and overseeing logistics Experience in onsite event management, including setup, registration, venue logistics, and audio/visual coordination Experience supervising full-time staff

Related Skills & Other Requirements

The ideal candidate must be a collaborative team player with the ability to work autonomously, adept at managing projects with tight deadlines and numerous details in a dynamic environment. Strong oral and written communication skills, effective problem-solving abilities, and sound judgment are essential. Willingness to work flexible hours, including early mornings, evenings, occasional weekends, and travel as needed. Previous experience in research or academic environments is advantageous. High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) is essential. Familiarity with Cvent is preferred. Basic understanding of audiovisual equipment and desktop publishing software is a plus.

PHYSICAL REQUIREMENTS

Ability to lift and move supplies and equipment weighing up to 20 pounds. Capacity to navigate multiple office buildings and various event venues (both on-site and off-site) to provide necessary event support.

APPLICATION MATERIALS

Interested candidates should submit a résumé and cover letter expressing their interest in the position.

COMPENSATION AND BENEFITS

The annual compensation range for the Lead Events Coordinator position is competitive and commensurate with experience. In addition to competitive salaries, Philanthropy New York offers an exceptional benefits package.

DIVERSITY COMMITMENT

Philanthropy New York is dedicated to fostering an inclusive work environment. We actively seek a diverse applicant pool and encourage candidates from all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state, and local law.

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