Event Coordinator

PEI; New York (NY); On-site; USD 48,000 - 68,000; Full time

Benefits offered by this job

24 days annual leave

9 paid holidays

56 hours sick leave

12 weeks paid parental leave

Nationwide medical coverage

Dental & Vision plans

401k with employer match

Volunteer days

Job summary

PEI Group is seeking an Event Coordinator to support the Event Operations team in New York. You will assist with pre-event preparation, onsite delivery and post-event reporting, and support Event Producers with speaker logistics across PEI's US portfolio.

Ideal candidates have 1–2 years in events or hospitality, strong communication, and a detail‑oriented, team‑player mindset. The role requires flexibility for evenings/weekends and offers extensive employee benefits.

Qualifications

• 1–2 years of experience in events, hospitality or project management.
• Strong communication and organizational skills.
• Proactive problem solver with attention to detail.

Responsibilities

• Support speaker management, coordinating deliverables and updates for each event.
• Serve as primary point of contact for speakers, handling emails and agendas.
• Update speaker information on event websites, apps and materials.
• Add speakers to CRM and maintain accuracy of records.
• Prepare speaker slides and manage PowerPoint presentations.
• Coordinate panel prep calls up to six weeks before events.
• Work on multiple projects and meet event timelines.
• Provide onsite logistics support, registrations and speaker coordination.
• Collaborate with AV teams to manage presentations and Q&A.
• Build and manage event apps and portals.
• Assist with venue/vend or sourcing for smaller events.
• Brief design teams on signage and proof digital signage as needed.
• Compile post-event reports from various platforms.
• Manage onsite CPE/CLE processes.
• Maintain supplies and assist with packing for events.

Skills

Event coordination

Project management

Communication

Attention to detail

Tools

CrowdComms

ASP

WordPress

Excel

PowerPoint

Outlook

Job description

PEI Group has an exciting opportunity for an Event Coordinator to join the Event Operations team based in New York, reporting into the Senior Event Manager - US. The successful candidate will be tasked with supporting the Event Operations team in all aspects of event execution including pre-event preparation, onsite delivery and post-event reporting as well as supporting Event Producers with speaker logistics for PEI's US portfolio of conferences and events throughout the year.

Responsibilities:

Speaker Management

• Work closely with Conference Producers to manage speaker deliverables related to each event portfolio
• Serve as the speakers' primary point of contact, maintaining regular email correspondence to coordinate details and keep them abreast of all event updates
• Update speaker information and agendas to corresponding event websites, apps and agenda materials
• Add speakers into CRM database for registration as well as compile and maintain accuracy of speaker records
• Prepare speaker holding slides and manage all PowerPoint presentations for each event
• Coordinate panel prep calls up to six weeks prior to event start date
• Work on projects simultaneously while adhering to event timelines

Event Management

• Provide logistical support to the PEI Group events team to ensure effective and successful planning and delivery of events
• Provide onsite support including setup, registration and speaker coordination (NYC and nationally)
• Work with onsite AV teams to oversee presentations, session Q&A and interactive audience polling
• Build, launch and manage event apps and portals
• Assist with the venue and vendor sourcing and planning of smaller ancillary events
• Assist Event Managers with briefing in signage to the design team and proofing digital signage as needed
• Compile various post event reports from event platforms
• Manage onsite CPE/CLE processes
• Maintain event supplies, ensure storage area is organized and assisting with packing/unpacking for events

About You:

• 1-2 years of experience in events, hospitality or project management
• Comfortable and confident when supporting members of events team, and sharing ideas and experiences
• Consistent follow-up and follow-through, with the ability to navigate competing schedules and manage multiple projects in a fast-paced environment
• A positive, problem-solving attitude
• Interest in experiential activations, production, event planning, and/or hospitality
• Thrives in a team environment
• Communicate clearly and effectively and an exceptional eye for detail
• Proficient in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook
• Experience building event apps and websites using platforms such as CrowdComms, ASP, and WordPress (preferred but not essential)
• Flexibility to work evenings or weekends when required for events
• 24 days of annual leave (increasing with tenure), plus 9 paid holidays
• 56 hours of sick leave and the last week of the year off globally
• Up to 12 weeks of paid parental leave
• Nationwide medical coverage through anthem blue cross blue shield, with at least one plan covered at no cost for you and your dependants
• Dental, vision, FSA & HSA options, plus voluntary benefits (commuter, disability, legal and pet insurance)
• 401k with 3% employer match through Empower - eligible from day one - no wait period
• 4 paid volunteer days per year and access to EAP and Health Advocate resources
• Participation in our Employee Incentive Reward plan (EIRP), with unit allocations tied to a future private equity exit