Special Events Coordinator

Hermès • New York, NY

9h

About The Position

As the Special Events Coordinator, you will play an integral role in supporting the Communications department's Special Events team with all event activities, focusing on logistics and budget management. This includes managing and tracking all department invoices, updating the master events budget, and liaising with finance and accounting. The role also involves tracking event inventory and materials, producing small-scale animations, drafting post-event recaps, managing event collateral archives, compiling invitation mailing lists, and sending RSVP updates. Additionally, you will manage the sourcing, placement, and oversight of annual interns, serving as the department liaison for the intern program.

Requirements

• 1-2 years’ experience, including hands-on internship, in similar role and/or department
• Ability to manage budgets, and effectively track, monitor and manage expenditures against budget
• High level of attention to detail
• Excellent organizational skills
• Creative problem-solver with strong communications skills
• Self-motivator with eagerness to learn
• Proven ability to work independently
• Must possess a strong work ethic, and be an enthusiastic team player
• Ability to work in a fast-paced environment, and work under tight deadlines and pressure
• Must be willing to travel frequently and work nights/weekends
• Computer proficiency, including Microsoft Word, PowerPoint, and Excel

Responsibilities

• Oversee and manage the master budget including processing, tracking and recording all event invoices, maintaining accurate and up-to- date records of all budget spending, providing monthly budget updates and liaising closely with the finance and accounting departments to ensure payments are processed in a timely manner.
• Acts as point person on behalf of Special Events team for new vendor creation, purchase orders and payments.
• Support all special event activity by coordinating and executing all delegated tasks from Special Events team members.
• Work closely with the HOP Warehouse to manage all logistical needs for the Special Events department.
• Organize, track and maintain records of all inventory items belonging to the Special Events department including past and present props, archives, and Hermès product (porcelain, crystal, rtw, silk, etc).
• Plan and execute all small-scale events (under 50 guests) with direct oversight from Special Event Manager.
• Act as point person for all event mailing lists and RSVP lists. Record and send RSVP updates as needed.
• Manage the Special Events Intern hiring process including recruitment, interviewing, hiring and onboarding.
• Oversee intern program and delegate necessary tasks to the Special Events interns and manage accordingly.
• Prepare post-event recaps and overview decks as needed.
• Update event calendars and schedule meetings as requested.
• Keep up to date records of all printed materials (invitations, programs, menus).

Benefits

• Commission and bonus incentives based on sales performance
• Medical, Dental, Vision
• Life Insurance and Disability
• Paid time off (annual vacation of 15 days, 11 company holidays, 3 floating holidays, 2 wellbeing days, and sick & safe time)
• Paid Parental leave and transition time
• 401(k) and Roth Retirement plan with company matching and profit sharing
• Various voluntary benefits such as flexible spending accounts, fitness reimbursement, voluntary life insurance
• Product discount and EAP resources
• Access to Calm App, Health Advocate, Family Building Support and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 251-500 employees