Associate, Event Planning

Antares Capital; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Antares Capital is seeking an organized, detail-oriented marketing professional to support planning and execution of the firm’s client event program in New York or Chicago. The Associate will manage third-party conference sponsorships, registrations, budgets, and on-site logistics while ensuring a consistent brand presence across external events.

Working with Marketing, Client Coverage, and other teams, you will help drive efficient event execution and explore AI-enabled improvements to

Qualifications

• Bachelor's degree with 3-5 years of experience coordinating marketing events, conferences, sponsorships, or client events in financial services or similar.
• Resourceful self-starter with ability to juggle multiple priorities and meet deadlines in a fast-paced environment.
• Excellent organizational, project management, and communication skills with ability to manage multiple priorities and deadlines.
• Experience coordinating conferences, sponsorships, or client events from planning through execution, including logistics, vendor management, and budget tracking.
• Strong relationship management skills with the ability to collaborate across teams and external partners.
• Experience using project management and event technology platforms (such as Monday.com or similar) to manage event workflows.

Responsibilities

• Support the VP of Client Events in executing Antares' client event strategy, focusing on third-party conferences and sponsorships.
• Maintain the firm's event and conference calendar, coordinating schedules and communicating updates with internal stakeholders.
• Own day-to-day management of Antares' conference sponsorship program, coordinating registrations, sponsorship deliverables, exhibitor requirements, vendor communications, budget tracking, expense reconciliation, logistics, and on-site execution.
• Support planning and execution of Antares' annual client event program, including proprietary investor events, executive meetings, and select internal events.
• Develop project timelines and monitor milestones to ensure events are delivered on schedule and to a high standard.
• Partner with Marketing & Communications to coordinate invitations, branding, presentations, signage, attendee communications, and post-event follow-up.
• Help ensure every conference and event reflects a consistent and professional Antares brand experience.
• Build strong working relationships with internal partners and external service providers.
• Utilize Monday.com, Cvent, and CRM tools to manage event workflows, timelines, registrations, and attendee information.
• Track attendance, budgets, sponsorship deliverables, key event metrics, and stakeholder feedback to support post-event reporting and continuous improvement.
• Contribute ideas to enhance future conferences, sponsorship activations, client events, and attendee experiences.
• Other duties as assigned.

Skills

Microsoft Office

Organization

Communication

Budget tracking

Vendor coordination

Event management

Attendee management

Education

Bachelor's degree

Tools

Monday.com

Cvent

CRM tools

Graphic design software

Web management tools

Job description

Job Description

Antares Capital is seeking an organized, detail-oriented marketing professional to support the planning and execution of the firm's client event program in our New York or Chicago office. Reporting to the VP, Client Events, the Associate's primary role is to manage the execution of Antares' third-party conference and sponsorship program, ensuring seamless coordination, flawless logistics, and a consistent brand presence across all external events. This individual will also support the planning and execution of proprietary client events, executive meetings and other internal or sponsor-related events as business needs require, providing an excellent opportunity to gain experience across the firm's broader event portfolio.

Working closely with colleagues across Marketing, Client Coverage and other business functions, the Associate will help drive efficient, high-quality event execution while continuously identifying opportunities to enhance how the team works. This includes leveraging AI and other emerging technologies to improve event planning, workflows, attendee communications, and reporting. The successful candidate will be highly organized, proactive, and comfortable managing multiple priorities in a fast-paced environment, with an interest in finding new ways to improve processes and the overall event experience.

Event Planning & Execution

• Support the VP of Client Events in executing Antares' client event strategy, with a primary focus on third-party conferences and sponsorships.
• Maintain the firm's event and conference calendar, coordinating schedules and communicating updates with internal stakeholders.
• Own the day-to-day management of Antares' conference sponsorship program, coordinating registrations, sponsorship deliverables, exhibitor requirements, vendor communications, budget tracking, expense reconciliation, logistics, and on-site execution.
• Support the planning and execution of Antares' annual client event program, including proprietary investor events, executive meetings, and select internal events.
• Develop project timelines and monitor milestones to help ensure events are delivered on schedule and to a consistently high standard.
• Partner with the Integrated Marketing & Communications team to coordinate invitations, event branding, presentations, signage, attendee communications, and pre- and post-event follow-up.
• Help ensure every conference and event reflects a consistent and professional Antares brand experience.
• Build strong working relationships with internal partners and external service providers.
• Utilize project management platforms (Monday.com), event technologies (Cvent), and CRM tools to manage event workflows, timelines, registrations, and attendee information.
• Track attendance, budgets, sponsorship deliverables, key event metrics, and stakeholder feedback to support post-event reporting and continuous improvement.
• Contribute ideas to enhance future conferences, sponsorship activations, client events, and attendee experiences.
• Other duties as assigned.

Qualifications

• Bachelor's degree with 3-5 years of experience coordinating marketing events, conferences, sponsorships, or client events within investment management, financial services, or another professional services environment.
• Resourceful self-starter with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent organizational, project management, and communication skills with the ability to manage multiple priorities and deadlines.
• Experience coordinating conferences, sponsorships, or client events from planning through execution, including logistics, vendor management, and budget tracking.
• Strong relationship management skills with the ability to collaborate across teams and external partners.
• Experience using project management and event technology platforms (such as Monday.com or similar) to manage event workflows.
• Interest in leveraging AI and emerging technologies to improve productivity and event execution.
• Willingness to travel as needed to support conferences and client events.

Preferred

• Experience supporting conference sponsorships or experiential marketing programs within financial services or asset management.
• Prior experience with Cvent.
• Experience with Monday.com
• Experience with graphic design applications.
• Experience using web management tools.

Skills

• Advanced skills in Microsoft Office applications (Word, Excel, Outlook, and PowerPoint), with the ability to quickly learn new technology platforms.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Budget tracking and vendor coordination experience.
• Event registration and attendee management.
• Attention to detail and strong follow-through.

The Fine Print

• Must have unrestricted authorization to work in the United States.
• Must be willing to comply with pre-employment screening, including but not limited to drug testing, reference ver