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We are seeking an organized, detail-oriented Event Coordinator to support the execution of our external events program within financial services. This role will work closely with the Senior Associate and Associate Director, Events, and will focus on logistical coordination, vendor management support, attendee registration, and on-the-ground execution for conferences, investor events, client hospitality, and owned events. This is an excellent opportunity for someone early in their events career who is eager to gain hands-on experience across a wide range of high-profile, fast-paced events.
Job Responsibility:
Assist with the execution of external events including: Industry and third-party conferences
Client hospitality experiences
Firm-hosted and owned conferences
Support event timelines, task trackers, and run-of-show documents
Provide on-site support during events, including setup, registration, vendor coordination, and breakdown
Assist with coordinating vendor contracts, including venues, AV, catering, transportation, and swag providers
Track contracts, invoices, and key deliverables in partnership with the Senior Associate
Communicate logistics and timelines to vendors to ensure smooth execution
Support attendee registration and communications using platforms such as Hubspot, Cvent, OpenExchange, or similar tools
Assist with attendee lists, confirmations, badging, and post-event data cleanup
Help coordinate meeting schedules and on-site registration desks
Support sourcing, ordering, and tracking of event swag and branded materials
Coordinate shipping, inventory, and on-site distribution of materials
Assist with event signage, print materials, and on-site collateral
Help coordinate hotel room blocks, transportation, and guest travel logistics
Assist with food & beverage planning, dietary restrictions, and on-site catering coordination
Support day-of logistics including staff schedules, transportation timing, and vendor load-in/load-out
Requirements:
1–3 years of experience in event coordination, marketing, hospitality, or related roles
Strong organizational skills with attention to detail
Ability to manage multiple tasks and deadlines simultaneously
Clear written and verbal communication skills
Willingness to travel and support extended hours during event weeks
Nice to have:
Familiarity with event platforms such as Cvent, OpenExchange, or similar
Familiarity with CRM and marketing platforms (e.g., Salesforce, HubSpot)
Experience supporting conferences or client-facing events
Exposure to financial services, B2B, or professional services environments
Basic experience with design or marketing tools (e.g., Figma, Canva)
Detail-oriented and execution-focused
Proactive, reliable, and eager to learn
Comfortable taking direction and supporting multiple stakeholders