Event Coordinator

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

Job summary

Our client, a leading hedge fund in New York, NY, is seeking an Events Coordinator to plan and execute internal and external events. You will collaborate with senior leadership, marketing, and operations to deliver professional, seamless experiences for clients and colleagues.

Responsibilities include managing timelines, budgets, venues, vendors, invitations, RSVPs, and on-site support; you will maintain calendars and post-event follow-up while ensuring meticulous attention to detail in a

Qualifications

• 2+ years of experience in events from a financial services firm.
• Strong organizational and project-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to manage multiple deadlines.
• Professional presentation and comfort interacting with senior executives and clients.
• Proficiency in Microsoft Office, including Outlook, Excel, PowerPoint, and Teams.
• Experience with event-management or registration platforms is a plus.

Responsibilities

• Coordinate internal and external events, including client events, conferences, meetings, dinners, receptions, and employee programs.
• Manage event logistics from planning through execution, including venues, catering, transportation, AV, signage, and materials.
• Serve as a primary point of contact for vendors and internal stakeholders.
• Maintain event calendars, timelines, budgets, guest lists, and registration details.
• Coordinate invitations, RSVPs, seating plans, and attendee communications.
• Partner with Marketing, Executive Assistants, Office Services, and other internal teams as needed.
• Assist with venue sourcing, vendor selection, contract coordination, and invoice processing.
• Provide on-site event support and troubleshoot issues in real time.
• Track expenses and ensure events remain within budget.
• Prepare event materials, presentations, name badges, agendas, and related documentation.
• Support post-event follow-up, including attendance tracking, expense reconciliation, and feedback.
• Maintain strong relationships with venues, caterers, and other external partners.
• Handle multiple events and priorities in a fast-paced, high-touch environment.

Skills

Organizational skills

Project management

Communication

Attention to detail

Executive interaction

Tools

Microsoft Office

Job description

Our client, a well known hedge fund, located in New York, NY is seeking an Events Coordinator to support the planning and execution of internal and external events. This individual will work closely with internal stakeholders, vendors, and senior leadership to ensure events are organized, professional, and executed seamlessly.

Responsibilities

• Coordinate internal and external events, including client events, conferences, meetings, dinners, receptions, and employee programs
• Manage event logistics from planning through execution, including venues, catering, transportation, AV, signage, and materials
• Serve as a primary point of contact for vendors and internal stakeholders
• Maintain event calendars, timelines, budgets, guest lists, and registration details
• Coordinate invitations, RSVPs, seating plans, and attendee communications
• Partner with Marketing, Executive Assistants, Office Services, and other internal teams as needed
• Assist with venue sourcing, vendor selection, contract coordination, and invoice processing
• Provide on-site event support and troubleshoot issues in real time
• Track expenses and ensure events remain within budget
• Prepare event materials, presentations, name badges, agendas, and related documentation
• Support post-event follow-up, including attendance tracking, expense reconciliation, and feedback
• Maintain strong relationships with venues, caterers, and other external partners
• Handle multiple events and priorities in a fast-paced, high-touch environment

Qualifications

• 2+ years of experience in events from a financial services firm.
• Strong organizational and project-management skills
• Excellent written and verbal communication skills
• Strong attention to detail and ability to manage multiple deadlines
• Professional presentation and comfort interacting with senior executives and clients
• Proficiency in Microsoft Office, including Outlook, Excel, PowerPoint, and Teams
• Experience with event-management or registration platforms is a plus