Events Coordinator

THE ROLE

The Event Coordinator provides operational and administrative support to the Events team, helping to deliver exceptional experiences across the business. This role serves as a key project support resource for Event Managers, independently managing smaller-scale events while assisting with the planning and execution of larger, more complex projects. 

The Event Coordinator plays an important role in keeping the department organized and running smoothly through strong communication, detailed project tracking, and hands-on event execution. During planning periods, they support budgeting, vendor sourcing, scheduling, and internal communications. During production periods, they act as an on-site representative for the Events team, coordinating vendors, receiving deliveries, and ensuring event logistics are executed seamlessly. 

RESPONSIBILITIES 

Event Planning & Execution 

• Independently plan and execute smaller-scale events and experiences, including tours, small receptions, meetings, art fair passes and museum access, and internal events. 
• Support Event Managers and Sotheby’s Preferred programming on larger events, partnerships, activations, and client experiences. 
• Assist with developing event timelines, production schedules, run-of-show documents, and planning materials. 
• Coordinate event logistics with internal departments including facilities, security, operations, engineering, AV, hospitality, and other stakeholders. 
• Support guest management processes, including invitations, RSVPs, attendee tracking, and event materials as needed. 
• Provide on-site event support, helping manage vendors, staff, deliveries, and event logistics to ensure smooth execution. 
• Serve as an Events team representative during load-ins, installations, and production periods, directing vendors and addressing logistical needs on-site. 

Operations & Team Support 

• Maintain and update the Events Master Calendar, ensuring accurate visibility across departments and stakeholders. 
• Coordinate weekly Event Brief communications and assist with periodic global event updates and internal reporting. 
• Support event budgeting processes by maintaining budget trackers, processing invoices, reconciling expenses, and assisting with forecasting and post-event reporting. 
• Maintain project files, planning documents, contact databases, and departmental resources. 

Vendor & Production Coordination 

• Assist with vendor onboarding, proposal collection, contract administration, and logistical coordination. 
• Coordinate delivery schedules and vendor access requirements in partnership with internal stakeholders. 
• Assist with obtaining permits, certificates of insurance, and other documentation required for event execution. 
• Track invoices and ensure proper payment terms are met for vendors. 

QUALIFICATIONS & SKILLS

• Up to two years of experience in event planning, hospitality, or a related field, preferably within a luxury, cultural, hospitality, or arts environment. 
• Positive, proactive, and service-oriented mindset with strong problem-solving abilities. 
• Strong organizational and project management skills with exceptional attention to detail. 
• Ability to manage multiple projects simultaneously while adapting to changing priorities and deadlines. 
• Excellent written and verbal communication skills with the ability to work effectively across departments and with external partners. 
• Comfortable working in a fast-paced environment and remaining calm under pressure. 
• Availability to work evenings and weekends as required for event execution. 
• Interest in the arts, luxury, and hospitality is preferred.