Meeting & Events Planner (297517)

CBRE HV; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

CBRE HV is seeking a highly organized Meeting & Events Associate in New York to plan, coordinate, and execute internal and external meetings and events. You will manage end-to-end logistics, produce detailed run-of-show documents, and ensure flawless on-site execution with cross-functional teams.

You will support VIP experiences, assist with accessibility needs, and mentor junior staff while coordinating with IT/AV, facilities, and catering teams.

Qualifications

• 4+ years of experience in event planning, meeting coordination, or workplace operations.
• Experience leading or mentoring team members.
• Proven ability to manage multiple projects and stakeholders simultaneously.
• Strong organizational, communication, and people-management skills.
• Experience working with vendors, contracts, and budgets.
• Calm under pressure with strong problem-solving instincts.
• High attention to detail paired with big-picture thinking.

Responsibilities

• Plan, coordinate, and execute internal and external meetings, workshops, and events.
• Manage end-to-end event logistics including scheduling, catering, A/V, security, room setup, and on-site execution.
• Produce detailed project plans, timelines, run-of-show documents, and post-event recaps.
• Coordinate and execute on-site events, including room booking, setup, teardown, nametags, and other logistics.
• Coordinate front desk experiences for large external events and assist VIPs and guests.
• Oversee pre-event planning meetings with clients and stakeholders; troubleshoot issues as they arise.
• Review event plans, timelines, and deliverables prepared by coordinators; ensure alignment with brand.
• Collaborate with cross-functional teams and EBPs on event execution and requests.

Skills

Project management

People management

Vendor management

Budgeting

Communication

Attention to detail

Tools

Jira

Slack

Google Workspace

Swoogo

Job description

We’re looking for a highly organized, detail-oriented Meeting & Events Associate to execute exceptional meetings and events that bring people together and support our overall business and culture goals. This role sits at the intersection of logistics, hospitality, and strategic collaboration.

You’ll partner closely with the Workplace Experience Coordinators and cross-functional teams to deliver events that are thoughtful, inclusive, and on-brand—while ensuring flawless execution behind the scenes.

What You’ll Do:

Event Planning & Execution

• Plan, coordinate, and execute internal and external meetings, workshops, and events
• Manage end-to-end event logistics including scheduling, catering, A/V, security, room setup, and on-site execution
• Produce detailed project plans, timelines, run-of-show documents, and post-event recaps
• Coordinate and execute on-site events, including room booking, setup, teardown, nametags, and other logistics
• Conduct room checks ahead of events and deploy support staff as needed
• Support high-touch events, executive-level meetings, and VIP experiences
• Receive and greet VIPs and large external meeting or event attendees
• Assist guests with accessibility needs and ensure events are inclusive and accessible
• Work closely and collaborate with Workplace Experience Coordinators, including task delegation and workflow prioritization
• Review and approve event plans, timelines, and deliverables prepared by coordinators
• Partner with Event Planners, Event Coordinators and EBPs on event execution and DIY event requests
• Liaise with IT/AV, Janitorial, Facilities and Catering teams as requested by the Workplace Events Team
• Coordinate front desk experiences for large external events
• Assist with escorting large groups of external attendees from the lobby to event spaces
• Lead office tours as requested

Operations & Logistics

• Oversee pre-event planning meetings with clients and stakeholders; troubleshoot issues as they arise
• Respond to common inquiries from clients, coworkers, and managers
• Receive, track, and distribute vendor deliveries including catering, rentals, florals, alcohol, printed signage, and supplies
• Maintain event storage and event furniture inventory
• Support weekly programming in event spaces
• Create basic event signage (design, printing, placement) and guest name badges
• Create sample floor plans for event spaces using Prismm (coming soon)
• Design event materials as needed
• Notify appropriate parties to ensure the safety of all individuals in the building

Process Improvement

• Work within standardized procedures to meet objectives and deadlines
• Identify opportunities to improve processes, scale programs, and elevate event quality across the organization

Qualifications

What We’re Looking For

• 4+ years of experience in event planning, meeting coordination, or workplace operations
• Prior experience leading or mentoring team members
• Proven ability to manage multiple projects and stakeholders simultaneously
• Strong organizational, communication, and people-management skills
• Experience working with vendors, contracts, and budgets
• Calm under pressure with strong problem-solving instincts
• High attention to detail paired with big-picture thinking
• Comfortable supporting executive-level events and handling confidential information

Nice to Have

• Experience in tech, startups, or high-growth organizations
• Experience using Slack, Jira, Google workplace, Swoogo

Additional Information

If you require any adjustments or support in connection with your application or the recruitment process, please contact [e-mail] . We are committed to ensuring that all candidates can participate fully in the process.