Event Coordinator

ECLARO; New York (NY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

401k Retirement Savings Plan

Commuter Check Pretax

Medical, Dental & Vision Insurance

Job summary

ECLARO seeks an experienced Event Coordinator for our client in New York, NY. The role supports planning and execution of internal events, conferences, trainings, meetings, and dinners, collaborating with leadership, marketing, and business teams to reflect the client brand and engage advisors and staff.

You will vendor manage, handle registrations, budgets, and post-event reporting, and ensure flawless onsite execution with strong attention to detail in a fast-paced financial services

Qualifications

• 5+ years of experience in event coordination, preferably in corporate, financial services, or professional services environments.
• Experience managing multiple events simultaneously with strong attention to detail.
• Strong organizational, communication, and problem-solving skills.
• Experience working with executive leadership, senior stakeholders and external partners.
• Proficiency with Microsoft Office and event management tools / platforms.

Responsibilities

• Coordinate end-to-end planning of events including conferences, training sessions, corporate meetings, and dinners.
• Develop timelines, run-of-show documents, and detailed logistical plans for each event.
• Manage on-site execution including setup, vendor coordination, and issue resolution to ensure flawless delivery.
• Source, evaluate, and manage relationships with venues and vendors (AV, catering, travel, etc.).
• Negotiate contracts in conjunction with manager and COO and ensure all services align with budget and event objectives.
• Coordinate site visits and oversee logistics such as audiovisual needs and space planning in coordination with Client IT and the EA team.
• Manage event registration, RSVP tracking, and attendee communications together with the marketing team.
• Prepare registration reports and maintain accurate participant data (e.g., tracking RSVPs and headcount for events).
• Coordinate event communications (invitations, registration follow ups, Know Before You Go emails, etc.).
• Partner with executive leadership, executive assistants, event host, marketing, and external partners to align on event goals and messaging.
• Serve as a central point of contact across internal teams and vendors.
• Collaborate with marketing on event materials, branding, and communications.
• Support event budget creation and track expenses to ensure cost efficiency.
• Process invoices and vendor payments.
• Deliver post-event reporting including attendance, feedback, and recommendations for improvement.
• Oversee onsite execution including registration, vendor coordination, and troubleshooting and coordinate with the event management vendor if one is hired.
• Ensure all event elements run according to plan and meet Client quality standards.
• Provide a high-touch, professional experience for advisors, clients, and partners.

Skills

Event coordination

Organization

Communication

Problem-solving

Stakeholder management

Time management

Education

Bachelor's Degree in Marketing, Communications, Hospitality, or related field

Tools

Microsoft Office

Event management software

Job description

Job Number: 26-04462 Be part of the Financial Services Industry. ECLARO is looking for an

New York, NY. ECLARO’s client is one of the largest Insurance Brokerage and Consulting Firms in the United States. If you’re up to the challenge, then take a chance at this rewarding opportunity!

Job Number: 26-04462 Be part of the Financial Services Industry. ECLARO is looking for an Event Coordinator for our client in New York, NY. ECLARO’s client is one of the largest Insurance Brokerage and Consulting Firms in the United States. If you’re up to the challenge, then take a chance at this rewarding opportunity!

Position Overview

• Client is seeking a highly organized and proactive Event Coordinator to support the planning and execution of internal events, including conferences, training sessions, corporate meetings, and dinners.
• This role will serve as a key operational partner across leadership, marketing, and business teams to ensure seamless, high-quality experiences that reflect the Client brand and enhance advisor and staff engagement.

Responsibilities

• Event Planning & Execution:
  • Coordinate end-to-end planning of events including conferences training sessions, corporate meetings, and dinners.
  • Develop timelines, run-of-show documents, and detailed logistical plans for each event.
  • Manage on-site execution including setup, vendor coordination, and issue resolution to ensure flawless delivery.
• Vendor & Venue Management:
  • Source, evaluate, and manage relationships with venues and vendors (AV, catering, travel, etc.).
  • Negotiate contracts in conjunction with manager and COO and ensure all services align with budget and event objectives.
  • Coordinate site visits and oversee logistics such as audiovisual needs and space planning in coordination with Client IT and the EA team.
• Registration & Attendee Management:
  • Manage event registration, RSVP tracking, and attendee communications together with the marketing team.
  • Prepare registration reports and maintain accurate participant data (e.g., tracking RSVPs and headcount for events).
  • Coordinate event communications (invitations, registration follow ups, "Know Before You Go” emails, etc.).
• Stakeholder Collaboration:
  • Partner with executive leadership, executive assistants, event host, marketing, and external partners to align on event goals and messaging.
  • Serve as a central point of contact across internal teams and vendors.
  • Collaborate with marketing on event materials, branding, and communications.
• Budget & Reporting:
  • Support event budget creation and track expenses to ensure cost efficiency.
  • Process invoices and vendor payments.
  • Deliver post-event reporting including attendance, feedback, and recommendations for improvement.
• Site Operations:
  • Oversee onsite execution including registration, vendor coordination, and troubleshooting and coordinate with the event management vendor if one is hired.
  • Ensure all event elements run according to plan and meet Client quality standards.
  • Provide a high-touch, professional experience for advisors, clients, and partners.

Qualifications

• 5+ years of experience in event coordination, preferably in corporate, financial services, or professional services environments.
• Proven experience managing multiple events simultaneously with strong attention to detail.
• Strong organizational, communication, and problem-solving skills [staffingtalk.com].
• Experience working with executive leadership, senior stakeholders and external partners.
• Proficiency with Microsoft Office and event management tools / platforms.
• Bachelor's Degree in Marketing, Communications, Hospitality, or related field, preferred.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong client-service mindset and professionalism.
• Excellent interpersonal and communication skills.
• High attention to detail and execution excellence.
• Adaptability and ability to troubleshoot in real time.

If hired, you will enjoy the following ECLARO Benefits

• 401k Retirement Savings Plan administered by Merrill Lynch
• Commuter Check Pretax Commuter Benefits
• Eligibility to purchase Medical, Dental & Vision Insurance through ECLARO

Equal Opportunity Employer: ECLARO values diversity and does not discriminate based on Race, Color, Religion, Sex, Sexual Orientation, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status, in compliance with all applicable laws.