Event Marketing Coordinator

TheGuarantors•New York, NY

1d•Hybrid

About The Position

We’re seeking a proactive and organized Event Marketing Coordinator to join our team. This role is ideal for ambitious recent grads or early-career professionals who want to break into the event industry, learn quickly, and contribute meaningfully from day one. You’ll work closely with the Event Marketing team to bring ideas to life while ensuring every detail of planning, production, and execution is flawlessly managed.

Requirements

Able to work in our NYC office 3 days per week and support occasional early mornings/evenings during event weeks.
Experience in event marketing, event planning, hospitality, or production support (internships included).
Demonstrated project management skills, with the ability to prioritize tasks, manage deadlines, and keep multiple workstreams organized.
Experience working in a fast-paced, creative, or agency-style environment where priorities shift quickly.
Proactive self-starter who takes ownership, anticipates needs, and seeks solutions independently before asking for help.
Strong enthusiasm for delivering premium, high-touch client and customer experiences.
Confident communicating with vendors, partners, and internal stakeholders; able to send clear, timely, professional updates.
Close attention to detail with the ability to spot errors, fact-check details, and maintain clean documentation.
Comfortable with physical tasks such as packing, shipping, receiving, organizing supplies, and supporting event setup/breakdown.
Proficiency in Microsoft Word, Excel, PowerPoint, and basic Canva skills (design instincts a plus).
Strong written and verbal communication skills, including the ability to review materials for completeness before sharing.
Comfortable working in an environment where you may juggle admin tasks, logistics, creative work, and onsite support in the same week.

Nice To Haves

Asana experience is great!
design instincts a plus

Responsibilities

Support planning and logistics for trade shows, client events, dinners, and partnerships.
Handle event logistics, including packing and shipping materials, tracking inventory, coordinating deliveries, and assisting with setup and breakdown for NYC based events both internal and external.
Research and source vendors, venues, rentals, catering, and gifting options; request quotes, compare options, and confirm bookings.
Maintain an organized vendor database with updated contacts, pricing, and notes.
Manage event timelines, checklists, calendars, and planning documents. Asana experience is great!
Keep event overviews, run-of-show documents, recaps, and internal updates accurate and up to date.
Coordinate with external vendors, agencies, and partners to confirm details and ensure smooth execution.
Create simple collateral (invitations, flyers, signage) in Canva.
Assist with brainstorming sessions, take meeting notes, and convert action items into clear tasks.