Event Coordinator

The Phoenix Group; City of White Plains (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

The Phoenix Group Advisors is seeking an Events Coordinator in White Plains, NY to plan, organize, and execute corporate events and meetings, ensuring operational success and engagement.

You will manage calendars, invitations, RSVPs, and vendor relations, supporting a fast-paced environment with strong organizational skills and attention to detail.

Qualifications

• 1–3 years of experience in event planning, administrative support, hospitality, or office operations.
• Proven organizational and time management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities and meet deadlines efficiently.
• Strong attention to detail and follow-through.
• Professional demeanor when interacting with colleagues, clients, vendors, and guests.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to work independently and as part of a team.
• Flexibility to assist with a variety of event planning and administrative tasks.

Responsibilities

• Coordinate logistics for corporate meetings, conferences, client engagement events, team-building activities, and organizational functions.
• Oversee event calendars, manage scheduling, send invitations, process RSVPs, and communicate with attendees.
• Liaise with venues, catering services, vendors, and external partners to facilitate event arrangements.
• Assist with event setup and teardown, including room arrangements, signage, presentation materials, catering, and technology support.
• Maintain comprehensive event documentation such as schedules, contact lists, expense reports, and vendor records.
• Provide comprehensive administrative support including calendar management, scheduling meetings, data entry, preparing documentation, and handling general office duties.
• Prepare and distribute event materials, agendas, presentation decks, and correspondence.
• Track and reconcile event expenses, invoices, receipts, and vendor payments.
• Serve as a primary point of contact for internal staff, vendors, guests, and event participants.
• Support special projects and perform other administrative tasks as needed.

Skills

Event coordination

Administrative support

Microsoft Office

Tools

Cvent

Eventbrite

Job description

The Events Coordinator is responsible for planning, organizing, and executing a variety of corporate events and meetings, contributing to the organization's engagement and operational success. The role requires a proactive mindset, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Coordinate logistics for corporate meetings, conferences, client engagement events, team-building activities, and organizational functions.
• Oversee event calendars, manage scheduling, send invitations, process RSVPs, and communicate with attendees.
• Liaise with venues, catering services, vendors, and external partners to facilitate event arrangements.
• Assist with event setup and teardown, including room arrangements, signage, presentation materials, catering, and technology support.
• Maintain comprehensive event documentation such as schedules, contact lists, expense reports, and vendor records.
• Provide comprehensive administrative support including calendar management, scheduling meetings, data entry, preparing documentation, and handling general office duties.
• Prepare and distribute event materials, agendas, presentation decks, and correspondence.
• Track and reconcile event expenses, invoices, receipts, and vendor payments.
• Serve as a primary point of contact for internal staff, vendors, guests, and event participants.
• Support special projects and perform other administrative tasks as needed.

Core Qualifications & Requirements

• 1-3 years of experience in event planning, administrative support, hospitality, or office operations.
• Proven organizational and time management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities and meet deadlines efficiently.
• Strong attention to detail and follow-through.
• Professional demeanor when interacting with colleagues, clients, vendors, and guests.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to work independently and as part of a team.
• Flexibility to assist with a variety of event planning and administrative tasks.

Nice-to-Have Qualifications

• Experience with event management software or platforms (e.g., Cvent, Eventbrite).
• Knowledge of audiovisual setup and technology.
• Experience with budgeting and expense tracking tools.
• Background in hospitality or customer service roles.

Core Technical Skills

• Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Event Planning & Coordination
• Calendar & Scheduling Software
• Expense & Budget Tracking Tools

This role offers the opportunity to develop expertise in corporate event management, cross-functional collaboration, and administrative operations within a growing organization.

Compensation and Benefits

Competitive salary commensurate with experience, plus benefits including health insurance, paid time off, and professional development opportunities.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.