VIP Event Coordinator CONTRACT

4 weeks ago

New York, United States CloserStill Media Full time

ContractPeriod: May June 2025 / 8Weeks
Location: Remote withpotential for inperson attendance duringevents

WHO WEARE:

CloserStill Media run over 80market leading business exhibitions in the learning healthcaretechnology and veterinary sectors with events in the US UK Europeand Asia. Our portfolio includes some of the fastest growing andoften awardwinning events including the London Vet Show Cloud ExpoEurope Data Centre World The Pharmacy Show Learning TechnologiesDevLearn and The Dentistry Show.

CommerceNextpart of CloserStill Media is a community event series andconference for marketers at retail and direct to consumer brands.The company harnesses the collective wisdom of its community tohelp marketers grow their businesses and advance their careersthrough its annual summit dinner series webinars podcasts industryresearch and an online community. Inc. magazine named theCommerceNext Summit one of the top 5 ecommerce conferences for2019/2020 and in 2022 CommerceNext as the No. 277 Fastest GrowingAdvertising & Marketing Company in America. To learn moreabout CommerceNext visit

WHO WE ARE LOOKINGFOR:

This role is a greatopportunity for someone with experience in event management and VIPrelations. The ideal candidate is selfmotivated professionalcapable of managing their workload and prioritizing tasks in afastpaced environment and comfortable workingremotely.

THEROLE:

The VIP Event Coordinatorwill work with the conference EVP and one of the CoFounders toorganize and fill approximately 25 dinners and 3 small scaledevents for retail attendees during the CommerceNext Growth Show(June). The VIP Event Coordinator will focus on logistical planningmanaging communications and ensuring successful execution ofdinners and events. This role offers an excellent opportunity togain handson experience with largescale events and interact withsenior leaders in the retail and ecommerceindustry.


ResponsibilitiesInclude:

  • Planning and Coordination:Work closely with CommerceNext leadership to plan and fillapproximately 25 dinners and 3 small scaled events for seniorretail leaders attending the CommerceNext Ecommerce GrowthShow.
  • InviteManagement: Organize invite lists draft personalizedinvite communications send out invites and manage RSVPs usingappropriate CRM tools.
  • GuestRelations: Follow up with guests handle eventrelatedinquiries and ensure smooth communication to enhance the guestexperience.
  • EventLogistics: Coordinate logistical elements such asvenue confirmations seating arrangements managing the checkinprocess and ensuring dinner hosts are equipped with all necessaryinformation (run of show guest lists etc.).
  • Onsite Event Support:Provide support in the leadup to events and potentially attendevents inperson ensuring all elements run smoothly.
  • PostEvent: Compile posteventreports detailing attendance numbers feedback from hosts and photosor other assets from theevent.


Requirements:

  • 13 years of experience in event management customerservice or VIP relations. Experience in hightouch client orexecutive engagement is a plus.
  • Strong interestor experience in the retail ecommerce and digital marketingsectors.
  • Advanced verbal and writtencommunication skills; capable of crafting engaging eventcommunications.
  • Excellent attention to detailorganizational and time management skills.
  • Proficiency in Excel and experience managing data acrossplatforms such as Google Sheets.
  • Familiaritywith Google Workspace (Docs Sheets Drive etc.).
  • Ability to multitask and prioritize in a fastpacedenvironment.
  • Problemsolving mindset: Able totroubleshoot issues and improve event processesefficiently.
  • Clientfocused: A passion fordelivering exceptional guestexperiences.

CloserStill Mediareserves the right to request a DBS or credit check should the rolerequireit.

DIVERSITYANDINCLUSION:

CloserStillMedia embrace diversity in all its forms and are committed tocontinuing to develop a diverse and inclusive environment thatencourages collaboration andinnovation.

We are an equalopportunity employer. All applicants will be considered foremployment based on merit without attention to age ethnicityreligion or beliefs sexual orientation gender identity family orparental status or disabilitystatus.

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