Events and External Engagement Associate Job at Beacon Hill (New York)

Job Description

Our client, a Private Wealth Fund located in Midtown, Manhattan is seeking to hire a Temporary Events & External Engagement Associate for 6-7 months (with potential to extend). This position will own the planning, execution, and evaluation of external events on behalf of the Executive Services team. Hours are 9:00am-5:00pm daily, requiring 5 days in the office and domestic travel (for sometimes one week+) roughly 4-6x/year. This role will lead end-to-end logistics, vendor negotiations, scheduling, onsite management, and post-event reporting, ensuring every event is positioned to deliver strategic, commercial, relationship-building events with visible outcomes. The ideal candidate is highly organized, excellent at managing multiple stakeholders, and confident negotiating across hotels, venues, event service providers and suppliers.

Job Responsibility

Develop event concepts, objectives, and engagement plans aligned to client priorities
Build comprehensive event briefs, logistics plans, timelines, and cost models
Secure venues and negotiate contracts with hotels, suppliers, production vendors, and related partners
Coordinate lodging, catering, audiovisual setup, décor, room allocation, hospitality needs, and transportation requirements
Ensure budgets are accurately forecasted and managed
Define event participation model and staffing, including attendee strategies and briefing needs
Liaise with internal teams and external partners to ensure alignment on objectives, deliverables, and schedules
Prepare and distribute event guidance, communications, agendas, and planning documents to relevant stakeholders
Lead onsite setup, staging, registration flow, meeting room preparation, and experiences
Manage internal staff, contracted support teams, and venue resources
Anticipate and resolve operational issues to ensure seamless execution and a positive attendee experience
Prepare detailed reports including financial reconciliation, qualitative feedback, and key success indicators
Conduct stakeholder debriefs and event reviews
Provide recommendations and process improvements for future events
Lead negotiations with hospitality partners, event venues, AV providers, and third-party agencies
Evaluate vendor proposals and ensure cost-efficient and quality-focused execution
Maintain strong supplier relationships and enforce service standards
Establish event budgets, tracking frameworks, payment schedules, and forecast updates
Assess performance outcomes including attendee engagement, meeting effectiveness, brand visibility, and participation ROI
Work closely with internal leadership and support teams to define event positioning, messaging, and attendee strategy
Coordinate executive briefing materials and engagement schedules
Provide structured visibility into progress, risks, and requirements pre-event

Requirements

8+ years of relevant experience in corporate event management, hospitality operations, external relations, or experiential planning
Demonstrated experience managing large-scale, multi-day events from strategy through onsite execution
Thrives in fast-paced, high-pressure environments, consistently meeting tight deadlines and demonstrating flexibility with extended work hours when necessary
Demonstrates advanced technical proficiency in crafting comprehensive event proposals and delivering strategic recommendations to C-suite executives
Strong contract negotiation experience with hotels, venues, and event suppliers
Ability to independently lead onsite logistics and manage multiple stakeholders
Strong budgeting discipline and financial reporting experience
Exceptional communication, planning, and organizational capabilities
Experience working with senior executives, VIP attendees, or stakeholder-sensitive environments
Background supporting public-facing, investor-facing, commercially strategic, or relationship-driven events
Experience using event management platforms, CRM systems, or attendee workflow tools
Prior work within consulting, advisory services, financial institutions, or high-growth corporate environments
Global or multi-regional event experience involving complex travel coordination and international lodging
Demonstrated capability building event KPIs, ROI models, or impact measurement frameworks

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Events and External Engagement Associate

Job Description

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