Executive Events Coordinator III

Job Details:
Position: Executive Events Coordinator III
Location: 1095 6th Ave New York USA 10036
Duration: 6 months

The NY Events Team designs and produces events that bring together executives, partners, customers and employees. We are seeking a candidate who is passionate about hospitality and events to join our New York-based events team. Our events vary from in-person, virtual, and hybrid experiences. Success in this role requires agility, clear and compelling communications, 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:

-The position is responsible for the operational excellence of our meetings/events and the holistic guest experience including but not limited to: customer meetings, executive receptions, intimate dinners, town halls and employee events
-Continuously research and report innovative and creative event and entertainment options
-Solid office management / workplace environment knowledge
-Strong customer service and executive interaction experience
-Understand client brand and product positioning with the ability to ensure consistent, on-brand messaging for all events
-Continuous development of team playbooks and standard operating procedures
-Organize logistics, from beginning to end, for customer facing meetings, town halls, etc.
-Pre, onsite and post event logistical management
-Key stakeholder for G-Cal calendar management for internal event space
-Co-Manage vendor relationships (agencies, vendors, caterers, etc.) and work with internal teams.
-Liaise and negotiate with vendors to achieve the most favorable terms for goods and services
-Management of event statistics and ad hoc reporting
-Manage various workplace projects as assigned
-Multitask many events and projects at one time

Required Skills:

-Experience will be evaluated based on alignment to the core competencies for the role
-Highly personable and customer service focused with great attention to detail
-Excellent written and verbal communication with ability to proactively address client’s needs
-Experience in managing budgets, financial planning and tracking
-Excellent problem-solving skills with ability to creatively negotiate demands
-Results-oriented, customer-driven, and organized
-Assess and prioritize workload in a strict deadline centric environment
-Thrive on teamwork and overcoming obstacles
-Ability to work a flexible schedule as needed
-In-depth knowledge of Microsoft Office programs (Word, Excel, Outlook, and PowerPoint) is necessary

We are looking for an experienced, multi-talented Event Support Analyst with strong attention to customer service to be a part of a fast-paced events team. In this position, it will be critical to be a team player with the ability to work on cross-functional teams. Must be a creative and analytical thinker with attention to detail and be capable of handling quantitative and technical duties. The individual must be highly organized and a great communicator with the ability to prioritize different tasks simultaneously.

Responsibilities include:
-Develop and maintain positive relationships with all the members of the client organization by providing an exceptional customer experience
-Management of all ticketing system incoming requests using a sense of strong customer service and urgency
-Vetting of ticket user requests, assigning to correct recipients, ensuring successful completion of requests in our ticket queue.
-Strong Excel knowledge with the ability to create ad hoc reports
-Ability to multi-task many projects at once
-Candidate must have strong time management, attention to detail, and analytical skills,
-Strong organizational skills
-Quickly recognize, adapt and respond to changing market and company priorities
-Self-motivated and driven to very high standards
-Research and recommend innovative and creative event options based on program format and budget
-Drive coordination of meetings and provide on-site event support as needed
-Management of calendars and administrative tasks to support the greater team
-May serve as a site representative during events working with cross-functional groups, as required.
-Available and responsive to the global nature of the business and have the ability to work flexible or extended hours as necessary
-Strong verbal and written communication skills
-Proficiency in Google Slides preferred
-Dashboard use is ideal
-Inventory management
-Previous experience working in hi-tech, hospitality, fast-paced environments preferred.
VARITE INC