Temporary Events Coordinator

Simpro Software•New York, NY

5d•Onsite

About The Position

The Simons Foundation has an opening for a temporary Events Coordinator to join the events team. Reporting to the Senior Manager, Events, the temporary Events Coordinator will provide support for the development, planning and execution of more than 200 yearly events. These include both on-site and off-site annual research conferences, scientific meetings, workshops and some social events. This is a temporary position expected to last until July 31, 2026. This position is located at the Simons Foundation’s offices in New York City.

Requirements

Bachelor’s degree
At least two years of previous events experience
Proven effectiveness in working with different client/participant groups, managing budgets and logistics
Ability to create and foster good working relationships, both internally and externally — the ideal candidate must be able to work well with a variety of people in a fast-paced environment
Team player but is also driven to work independently
Skilled at managing projects with tight deadlines and many details in a dynamic environment
Easily adapts to change and approaches challenges with positive and creative solutions
Previous experience with on-site event management including setup, registration, venue logistics and knowledge of audio/visual needs
Excellent oral and written communication skills, effective trouble-shooting skills, and good judgment
Must be willing and able to work evenings - sometimes as many as twice per week - as well as early mornings, occasional weekends and periodic travel
High proficiency in Microsoft Office (Word and Excel) is required
Working knowledge of Sortly or similar inventory management software is preferred

Nice To Haves

Previous work in research or academic settings is a plus
Basic knowledge of audiovisual equipment and desktop publishing software is preferred
Working knowledge of Cvent or similar event management software is preferred

Responsibilities

Managing Events
Support the Senior Events Manager with tasks associated with logistics before, during and after events including, but not limited to, ground transportation, facilities management, and on-site and off-site meals
Communicate beverage and meal assistance needs to per diem staff
Serve as the main point of contact for the Events Team on Presidential Lectures, SF Presents, Flatiron Seminar Series, CCA Colloquium, and other ‘series’ events
Assisting with Other Planners’ Events
Review the events assistance request form and assign tasks as needed
Supervise or create production collateral as needed: name badges, program materials, etc.
Helping with event check-in and other on-site event tasks
Event Space Inventory
Track items in our inventory management tool, Sortly, that are stored in multiple event spaces and prepare and manage orders for replenishing
Maintain written inventory in Sortly of dishware in multiple event spaces and purchase new items and/or replace damaged items as necessary
Additional Projects as Assigned
Review events calendar to track accurate count of events per year
Perform any other duties or tasks as assigned or required
Research and maintain lists and contacts for off-site venues for meeting space, meals, restaurants and catering companies
Research new and innovative event supplies for efficient and/or unique presentation to guests
Perform other duties or tasks as assigned or required