Role Purpose:

The Corporate Events Coordinator will have a strong focus on VIP hospitality and working with clients and C-Suite executives. This role is responsible for supporting the Corporate Events team in planning client and internal events. Events can range from an intimate dinner to a large-scale program. The role will have a strong focus on guest communication and being an expert in the registration platform.

Responsibilities

• Administrative Duties
  • Perform administrative duties for team and SVP, including organizing event closet, arranging travel, and clearing p-card
  • Track extensive list of domestic and international shipments for events, as well as liaise with FedEx to troubleshoot issues with deliveries
  • Set up new vendors in company’s financial database and submit invoices for wire/check payments
• Team Support
  • Manage department’s events calendar and team’s travel schedules/PTO
  • Restock office supplies when running low, or when team members request: printer ink, FedEx shipping supplies, name place cards, etc.
  • Assist with onboarding new team members: setting them up with the proper equipment, providing access to all necessary NBCU portals and websites
  • Oversee team’s p-card for event air travel, and review and approve all team members’ individual p-card charges
  • Train and help mentor the Corporate Events Page
  • Help team ship necessary items and supplies for upcoming events, and unpack upon return
  • Manage use of iPads / iPods for events and keep Spotify playlists up to date
  • Organize and maintain department closets in the office
• Event Prep
  • Act as additional on-site assistance for local events, and other locations outside of NYC
  • Act as the guest communication liaison with event attendees: coordinating travel arrangements, answering questions, troubleshooting issues with event registration
  • Assist in the production of digital and print collateral
  • Assist team with research for upcoming events: venues, hotels, activities, transportation companies, merchandise, etc.
  • Manage event invitation and RSVP process, as well as maintain guest lists, for multiple events