Event Coordinator

Wine Enthusiast•Valhalla, NY

11d•$60,000 - $70,000•Hybrid

About The Position

Wine Enthusiast is seeking an Events Coordinator to assist in executing exciting new experiential events and activations in hospitality, beverage, and media. As Event Coordinator, you will assist the Event Director in planning, organizing, and executing a wide range of client-sponsored events and events that promote our brand. Primary duties will include start-to-finish planning and execution of our existing in-person events in the greater New York Area, like our Sip event series, and throughout the U.S., as in the case of our annual Wine Star Awards Gala. This role offers a unique opportunity to showcase your organizational skills and attention to detail while working in a dynamic and fast-paced environment. The ideal candidate is forward-thinking, thrives in a collaborative setting, embraces processes, works quickly and efficiently, and is flexible enough to pivot as needed. They must have proven verbal, written, and interpersonal skills. Since this position is hybrid, constant and thorough communication is vital to the role. This self-starter also can work on multiple projects simultaneously and has a proven ability to deliver complete and adequately executed work on time.

Requirements

Minimum of 2-4+ years of experience in event operations, event planning, and/or hospitality.
Poised, professional, and enjoys collaborating with a team.
Extremely detail-oriented and able to sustain good time management.
Demonstrated ability to prioritize workload with efficiency.
Willing to learn from mistakes, open to feedback as well as provide feedback on ways of improving event experiences and workflow.
Willingness to get hands dirty and work on all required events tasks.
Ability to take the extra mile and time to ensure each event’s success.
Excellent verbal, written, and interpersonal communication skills.

Nice To Haves

Bachelor’s Degree in communications, marketing, events, or related field a plus.
Knowledge of Google Workspace, Monday.com, Slack, Eventbrite, video conferencing platforms (Zoom and Google Meet), and email marketing platforms (Dotdigital) is a plus.
Experience in the wine & spirits industry or media a plus.

Responsibilities

Collaborate with internal teams and external vendors to plan, coordinate, and execute various events, including wine tastings, panels, client-sponsored events, and our annual gala.
Aid in administrative tasks to help manage events from beginning to end, such as sourcing and securing contracts with event venues and vendors and building event assets. Assist in managing event expenses and paying vendors.
Day of event logistics assistance, including but not limited to load-in, set-up, registration, branding signage and promotional material distribution, vendor management, and breakdown.
Uphold professional communication with clients, colleagues, and participating partners.
Research venues and vendors and manage initial communications based on the event scope and financial considerations.
Take ownership of guest outreach, management, and registration from start to finish.
Work on event communication strategies, including working with the Marketing and Social Media teams on email and sms marketing and event promotion social media content.
Work with the Design department or freelance graphic designers to build, manage, and oversee digital, printed, and promotional event materials.
Work with our Tasting department and warehouse to manage event-related wine, spirits, and event supply deliveries, collect wine and spirits details for event materials, schedule event deliveries to venues, and distribute deliveries onsite.
Develop creative and asset collection timelines and deadlines for internal teams, vendors, and external partners to ensure a smoothly run event.
Update all project management platforms and event organization documents in real-time to reflect the event’s progression.
Collaborate and work closely with Video, Public Relations, Client Success, and Sales departments during the event planning process.
Oversee and ensure a hospitable guest experience at each event.
Assist with post-event activities, such as gathering feedback, producing event reports, and collecting metrics from other departments to include in these reports.