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Events Coordinator

Event Coordinator

Reporting to the Director of Events, Design and Experiences this position will manage the internal catering + hospitality program as well as lead onsite production. Responsibilities will include day-to-day catering and hospitality operations at the T2 NYC office, assisting the rollout of synchronized international employee experience needs as it relates to sourcing / fabrication and shipping, and support of onsite event production. This role requires a hospitality background and the ideal candidate is consistently reliable, proactive, mature, self-sufficient, a detail-oriented problem-solver and overall a positive team player.

A. Hospitality Operations

• Must have at least 2 years of managing an events program including sourcing, fulfilling, set up and break down of all catering at a large enterprise company.
• Handle physical set up, breakdown and cleanup of all catering
• Responsible for submitting & reconciling all expenses
• Coordinate group dining bookings, by staying aware of new National and International hot spots and trends
• Source hotel and dinner/entertainment venues for team offsites both domestically and internationally
• Staff internal events, handle set up, breakdown and clean up
• Work closely with Facilities team and have ongoing update meetings
• Maintain organization and cleanliness of events pantry and equipment

B. Experiential Production Support

• Help conceptualize and execute innovative in-house event programming including monthly social hour, programming series, and support the international roll out of said programming
• Develop and maintain master event database to include all global event venues, vendors, history of events and event costs, images, and maps
• Assist with onsite production of all events and experiences
• Assist with white glove requests as necessary
• Daily monitoring of experiential industry news and openings with weekly report to team and scheduled scouts as relevant
• Oversee and manage operational expenses and compliance responsibilities, including but not limited to weekly credit card expense reconciliation, reports to finance, vendor invoicing/basware flow management, legal compliance tracking reports, payroll/tax compliance tracking reports, Certificate of Insurance issuing
• Oversight of physical inventory storage management and shipping/receiving
• Assist with administrative duties related to all vendor relationships including meeting scheduling, contract management with Legal, and tracking payment scheduling with AP/Finance
• Work alongside team members on developing hospitality guides, while liaising with departments using these tools for a more efficient, cost-saving event planning and execution
• Book travel and maintain team calendar

C. Employee Gifting & Merchandise

• Design internal online merchandise store for employees and partners
• Assist with the logistics of the sourcing and management of the employee gifting programs including milestone gifting both domestically and internationally
• Order other merchandise as requested by internal teams