Event Coordinator

Aon plc; New York (NY); Hybrid; USD 80,000 - 95,000; Full time

Benefits offered by this job

PTO & paid holidays

401(k) with match

Health & wellness programs

Job summary

Lenox Advisors is seeking a highly organized Event Coordinator to lead end-to-end planning for conferences, trainings, and client meetings in New York, NY. This hybrid role requires collaborating with executives, marketing and vendors to deliver flawless events that support business growth and client engagement.

You will manage budgets, timelines, registrations, onsite execution, and post-event reporting, with travel to Stamford and NYC-area offices as needed. Three days in office weekly.

Qualifications

• Minimum 5+ years of event coordination experience in corporate or professional services.
• Strong organizational, communication, and problem-solving abilities.
• Experience working with executive leadership and external partners.
• Proficiency with Microsoft Office and event management tools.
• Bachelor’s degree in Marketing, Communications, Hospitality, or related field preferred.

Responsibilities

• Plan end-to-end events including conferences, trainings, and meetings.
• Develop timelines, run-of-show, and logistics for each event.
• Lead on-site execution, vendor coordination, and issue resolution.
• Coordinate registration, attendee communications, and reporting.
• Collaborate with leadership, marketing, and external partners on goals and messaging.
• Track expenses and assist with post-event reporting.

Skills

Event coordination

Project management

Stakeholder management

Communication skills

Attention to detail

MS Office

Education

Bachelor's degree in Marketing/Communications/Hospitality or related field

Job description

Who We Are

Lenox Advisors brings together sophisticated solutions in wealth management and insurance services to high-net-worth individuals and their families. As a wholly owned subsidiary of NFP Corp., an Aon Company, we combine the culture of a boutique firm with the stability and backing of a large corporation to create an environment that's truly unique. NFP is a multiple Best Places to Work award winner in Business Insurance. We’re a recognized Elite Agency award winner and a leading property and casualty broker, benefits consultant, wealth manager, and retirement plan advisor. NFP provides solutions enabling client success through the expertise of over 8,000 global employees, investments in innovative technologies, and enduring relationships with highly rated insurers, vendors and financial institutions. To learn more, please visit: https://www.NFP.com.

Position Summary & Overall Purpose

Lenox Advisors is seeking a highly organized and detail-oriented Event Coordinator who is passionate about creating exceptional experiences and seeing complex events successfully come to life. This role combines independent ownership with a highly collaborative, team-focused environment. The ideal candidate is someone who can gather input from collaborators, conduct research and site visits, develop creative event concepts, and confidently present recommendations for feedback and approval. This is an excellent opportunity for an experienced event professional who is ready to take the next step in their career and fully lead the planning and execution of impactful events that support business growth, client engagement, and organizational objectives.

This hybrid role will be based in New York, NY and requires travel for events including to our Stamford office, as key leaders and event stakeholders are based in each office. The standard schedule is at least three days per week in the office, with willingness to support events on site outside of business hours.

Key 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
• Lead on-site execution including setup, vendor coordination, and issue resolution to ensure excellent 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 Lenox 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

On-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 Lenox quality standards
• Provide a high-touch, professional experience for advisors, clients, and partners
• Travel in the NYC & tri-state area required approximately 25% of the time
• Events will sometimes fall outside of normal business hours

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
• 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

Key Competencies

• 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

What We Offer

We're proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others. The base salary range for this position is $80,000 - $95,000. The base salary offered will be determined by factors including, but not limited to, experience, credentials, education, certifications, skill level required for the position, the scope of the position, and geographic location. Actual base salary offered will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives.

NFP and Lenox Advisors is an inclusive Equal Employment Opportunity employer.