Event Coordinator

Matthew Bernstein MD PLLC•New York, NY

3d•$70,000 - $80,000•Hybrid

About The Position

The Event Coordinator works closely with the Event Production Manager to execute the full production lifecycle of the Collective's event calendar. This is a hands-on execution role: you support the logistics that make events run, from first vendor call to final debrief. You will work across in-person conferences, clinical trainings, and virtual programs — learning the full range of what event production looks like at a growing, clinically sophisticated organization. This is a hybrid role based in New York that requires a regular in-office presence.

Requirements

1-3 years of experience in event coordination, production, or a closely related field.
Strong organizational instincts and comfort managing multiple timelines simultaneously.
Clear written communicator — you write logistics emails that people actually read.
Experience working with vendors, venues, or external partners.
Comfortable in a fast-moving environment where priorities shift and no two events are identical.
Familiarity with project management tools (Monday.com or similar) and Google Workspace.

Nice To Haves

Interest in behavioral health, clinical education, or the nonprofit/professional services space is a plus.

Responsibilities

Research and shortlist venues based on event brief and budget parameters.
Request, review, and manage venue proposals through to contract and booking.
Coordinate catering: vendor research, menu selection, order placement, and day-of management.
Book AV and manage technical requirements for in-person and hybrid events.
Coordinate speaker and faculty travel as needed.
Execute pre- and post-event email communications to registrants, including reminder sequences and follow-up campaigns.
Send day-of logistics communications to speakers and internal staff.
Manage sponsor logistics: collect materials, coordinate placement on registration pages and signage, and serve as point of contact for sponsor prep.
Compile and distribute attendee lists to business development and outreach teams post-event.
Handle registrant customer service inquiries throughout the event lifecycle.
Support space setup for in-person events.
Build and manage the run of show in coordination with the Event Production Manager.
Create and distribute sign-in sheets, QR codes, and materials packets.
Manage slide handoffs and AV coordination on event day.
Produce venue space diagrams and signage placement plans.
Capture and distribute debrief notes following each event.
Coordinate upload and publishing of recorded sessions to relevant platforms and program blogs.
Support the Event Production Manager on post-event reporting and follow-up strategy.
Partner with the Marketing Coordinator on CE accreditation logistics, registration page management, and attendee tracking.
Collaborate with the Digital Marketing Manager on event promotion assets, registration pages, and post-event content.
Participate in event kick-off calls and production check-ins across the team.
Any and all other duties as assigned.