Special Event Coordinator

Vanguard Group Staffing, Inc.; New York (NY); On-site; USD 28,000 - 34,000; Full time

Job summary

Vanguard Group Staffing, Inc. seeks an energetic Events Specialist to coordinate a high volume of school events, including our annual commencement. The role includes reserving rooms, arranging catering, submitting work orders, and managing event logistics with vendors.

This temporary on-site position offers exposure to campus event operations, inventory management, and day-to-day coordination across departments, with a Monday–Friday schedule.

Qualifications

• At least 1-2 years of admin/logistical support, preferably with events, tradeshows, or in an academic setting.
• Proficiency in MS Office.
• Excellent organizational, follow up, communication and interpersonal skills

Responsibilities

• Reserving rooms for events/meetings on all three campuses, by utilizing their online project management platform
• Arranging catering through online project management platform
• Submitting facilities work orders through online project management platform and working with facilities to make sure they are executed
• Assisting with event logistics in the lead-up to and day of our events
• Sourcing vendors, obtaining quotes for items such as business cards, informational brochures and pamphlets, promotional merchandise (pens, water bottles, etc.)
• Working with vendors to book services
• Sending logos to outside vendors for the creation of promotional items
• Putting together quotes in order to get a PO created
• Enter information for PO’s and match up with invoices
• Organize and manage office supplies and event materials
• Assist with day-to-day event needs, catering deliveries, and communication between departments

Skills

Organizational skills

Communication

Interpersonal skills

Tools

MS Office

Job description

We are looking for an energetic, outgoing, and organized Events Specialist to assist with the coordination of various events. THIS IS A TEMPORARY, POSSIBLE TEMP TO HIRE POSITION. Hours for the role are Monday through Friday, 9am to 5:30pm.

This position will help produce and coordinate a high volume of school events, including our annual commencement, interacting with vendors, students, faculty, staff and alumni. This role will assist in tracking catering requisitions and invoice payments; overseeing the daily events email sent to the student body; and managing supplies and inventory.

Responsibilities:

• Reserving rooms for events/meetings on all three campuses, by utilizing their online project management platform
• Arranging catering through online project management platform
• Submitting facilities work orders through online project management platform and working with facilities to make sure they are executed
• Assisting with event logistics in the lead-up to and day of our events
• Sourcing vendors, obtaining quotes for items such as business cards, informational brochures and pamphlets, promotional merchandise (pens, water bottles, etc.)
• Working with vendors to book services
• Sending logos to outside vendors for the creation of promotional items
• Putting together quotes in order to get a PO created
• Enter information for PO’s and match up with invoices
• Organize and manage office supplies and event materials
• Assist with day-to-day event needs, catering deliveries, and communication between departments

Qualifications:

• At least 1-2 years of admin/logistical support, preferably with events, tradeshows, or in an academic setting.
• Proficiency in MS Office.
• Excellent organizational, follow up, communication and interpersonal skills

This is a Temporary position working fully on-site.