Meeting & Events Planner (297517)

CBRE HV•New York, NY

About The Position

The Meeting & Events Planner executes internal and external meetings, workshops, and events that support business and culture goals. The role combines logistics, hospitality, and collaboration, partnering with Workplace Experience Coordinators and cross-functional teams to deliver thoughtful, inclusive, on-brand events and ensure effective behind-the-scenes execution. The position manages end-to-end event logistics and on-site execution, supports high-touch and executive-level experiences, and collaborates with coordinators, planners, event coordinators, EBPs, vendors, and workplace service teams. It also oversees event operations, responds to inquiries, maintains event supplies and furniture inventory, supports recurring programming, and identifies ways to improve processes and event quality.

Requirements

At least 4 years of experience in event planning, meeting coordination, or workplace operations.
Prior experience leading or mentoring team members.
Ability to manage multiple projects and stakeholders simultaneously.
Strong organizational, communication, and people-management skills.
Experience working with vendors, contracts, and budgets.
Calm under pressure with strong problem-solving instincts.
High attention to detail paired with big-picture thinking.
Comfort supporting executive-level events and handling confidential information.

Nice To Haves

Experience in tech, startups, or high-growth organizations.
Experience using Slack, Jira, Google workplace, or Swoogo.

Responsibilities

Plan, coordinate, and execute internal and external meetings, workshops, and events.
Manage end-to-end event logistics, including scheduling, catering, A/V, security, room setup, and on-site execution.
Create project plans, timelines, run-of-show documents, and post-event recaps.
Coordinate on-site events, including room booking, setup, teardown, nametags, and other logistics.
Conduct room checks before events and deploy support staff as needed.
Support high-touch events, executive-level meetings, and VIP experiences.
Receive and greet VIPs and large external meeting or event attendees.
Assist guests with accessibility needs and help ensure events are inclusive and accessible.
Collaborate with Workplace Experience Coordinators, delegate tasks, and prioritize workflows.
Review and approve event plans, timelines, and deliverables prepared by coordinators.
Partner with Event Planners, Event Coordinators, and EBPs on event execution and DIY event requests.
Liaise with IT/AV, Janitorial, Facilities, and Catering teams as requested by the Workplace Events Team.
Coordinate front desk experiences for large external events and escort large groups from the lobby to event spaces.
Lead office tours as requested.
Oversee pre-event planning meetings with clients and stakeholders and troubleshoot issues.
Respond to common inquiries from clients, coworkers, and managers.
Receive, track, and distribute vendor deliveries, including catering, rentals, florals, alcohol, printed signage, and supplies.
Maintain event storage and event furniture inventory.
Support weekly programming in event spaces.
Create basic event signage, including design, printing, and placement, and create guest name badges.
Create sample floor plans for event spaces using Prismm (coming soon).
Design event materials as needed.
Notify appropriate parties to ensure the safety of all individuals in the building.
Work within standardized procedures to meet objectives and deadlines.
Identify opportunities to improve processes, scale programs, and elevate event quality across the organization.