Events Coordinator

Family Office | New York, NY | $110,000–$130,000 USD + Discretionary Bonus

Location: New York, NY
Position: Events Coordinator
Salary: $110,000–$130,000 USD + Discretionary Bonus
Benefits: Comprehensive Benefits Package
Employment: Full-Time
Industry: Multi-Family Office / Investment

Position Overview

A prestigious multi-family office connected to a leading investment firm is seeking an experienced and highly polished Events Coordinator to support a diverse portfolio of corporate, investment, family and private events across the organisation.

This is a unique opportunity for an events professional who can seamlessly operate across both corporate and UHNW private environments, delivering sophisticated, highly bespoke experiences with a genuine white-glove hospitality and concierge mindset.

The Events Coordinator will work closely with senior stakeholders, the PA, House Manager, family office leadership, external event planners, vendors and service providers to manage events from initial concept and planning through execution and post-event analysis.

The ideal candidate will be highly organised, commercially minded and hands-on, with excellent judgment and discretion and a proven ability to deliver complex events while maintaining an exceptionally high standard of service.

The Events Portfolio

The role encompasses a broad and varied events calendar, including:

Corporate & Investment Events

The family office and wider enterprise host approximately 7–8 major corporate events annually, often welcoming around 300 guests.

These events may incorporate:

• Premium catering and food & beverage
• DJs and live entertainment
• Production and technical requirements
• Staging and event design
• Guest transportation
• Staffing and hospitality
• Venue management
• Entertainment and experiential elements

The Events Coordinator will be responsible for supporting and coordinating the full event lifecycle, from initial concept and planning through execution, guest experience and post-event evaluation.

There is also a significant annual investment event, hosted once per year in either New York or London, requiring international coordination and a high level of planning and execution.

Private & Family Events

The role will also support highly bespoke personal and family events, working closely with the PA and House Manager to coordinate events around the family's personal requirements and schedule.

The family maintains residences in the West Village and Meatpacking District, and the successful candidate should be comfortable coordinating private events within an UHNW household environment.

These events may range from intimate private gatherings to larger celebrations and highly customised experiences.

New Event Space

The organisation is also developing a new two-storey event space with a rooftop in the West Village, specifically designed to host events of approximately 80 guests.

The Events Coordinator will have an opportunity to play an important role in supporting the development and operation of events within this new space, helping establish processes, vendor relationships and standards for future events.

Key Responsibilities

Event Planning & Execution

• Plan and coordinate a diverse portfolio of corporate, investment, team-building, client and private family events.
• Manage events from initial concept and briefing through planning, execution and post-event analysis.
• Work closely with senior stakeholders to understand objectives, preferences and desired outcomes.
• Develop detailed event plans, timelines, production schedules and run-of-show documents.
• Coordinate all logistical aspects of events, ensuring every detail is considered and executed to the highest standard.
• Be hands-on and present during events, overseeing execution and acting as a key point of contact.
• Anticipate potential issues and proactively develop solutions.
• Ensure events run seamlessly, professionally and according to agreed timelines and budgets.

Corporate & Investment Events

• Support the delivery of approximately 7–8 major corporate events each year.
• Coordinate events of up to approximately 300 guests.
• Support the annual investment event held in New York or London.
• Coordinate catering, entertainment, production, transportation, staffing, guest management and venue requirements.
• Work closely with internal teams, senior executives, clients and external stakeholders.
• Ensure corporate and investment events reflect the organisation's standards and reputation.

Private & UHNW Events

• Work closely with the PA and House Manager on family-related events and personal entertaining.
• Plan and coordinate bespoke private events within the family's residences and other venues.
• Understand and anticipate the personal preferences of the Principals and their guests.
• Deliver highly personalised experiences with discretion and attention to detail.
• Coordinate private chefs, caterers, florists, entertainment, transportation, staffing and other specialist suppliers as required.
• Maintain complete confidentiality regarding family activities, guests and private events.

Vendor & Supplier Management

• Identify, source and manage high-quality event vendors and service providers.
• Build and maintain a strong network of trusted New York-based event professionals.
• Coordinate with caterers, venues, production companies, entertainment providers, florists, rental companies, transportation providers and other suppliers.
• Obtain and evaluate proposals and quotes.
• Negotiate pricing and terms where appropriate.
• Manage contracts, purchase orders and vendor documentation.
• Ensure suppliers consistently deliver against agreed expectations and standards.
• Develop long-term relationships with trusted vendors and partners.

Budget & Financial Management

• Develop and manage event budgets from initial concept through completion.
• Obtain and evaluate vendor proposals and quotations.
• Track expenditure and ensure events remain within approved budgets.
• Manage invoices, deposits and payments.
• Identify opportunities to maximise value without compromising quality.
• Maintain accurate financial records for each event.
• Produce post-event budget reconciliation and analysis.
• Demonstrate strong commercial awareness and financial discipline.

Post-Event Analysis

• Conduct post-event reviews and gather stakeholder feedback.
• Track attendance, engagement and other relevant event metrics.
• Reconcile budgets and final event costs.
• Evaluate vendor performance.
• Identify opportunities for improvement.
• Maintain records and learnings to continuously improve future events.

Required Experience

• Proven experience managing and coordinating high-quality corporate, private or luxury events.
• Strong project management and organisational skills.
• Experience managing events from concept through execution and post-event review.
• Demonstrated experience managing event budgets and financial reporting.
• Experience working with senior executives, Principals, clients and high-profile stakeholders.
• Strong vendor and supplier management experience.
• Excellent knowledge of the New York events and hospitality landscape.
• Strong local network of event professionals, venues and suppliers highly desirable.
• Exceptional attention to detail.
• Excellent communication and interpersonal skills.
• Strong problem-solving abilities.
• Ability to remain calm and solutions-focused under pressure.
• Highly proactive with strong ownership and follow-through.
• Creative, resourceful and comfortable navigating ambiguity.

Key Attributes

The successful candidate will be:

• Exceptionally organised and detail-oriented.
• Hands-on and willing to get involved in every aspect of an event.
• Polished, professional and personable.
• Commercially minded and comfortable managing budgets.
• Creative and resourceful.
• Calm under pressure.
• A strong communicator and relationship builder.
• Comfortable working with senior stakeholders.
• Highly discreet and trustworthy.
• Able to exercise excellent judgment.
• Flexible and adaptable.
• Proactive, accountable and solutions-focused.
• Passionate about hospitality and creating exceptional experiences.

New York Market Knowledge

The family office is particularly interested in candidates who already have strong New York-based relationships and knowledge of the local events landscape.

Existing relationships with reputable:

• Event venues
• Caterers
• Production companies
• Entertainment providers
• Event planners
• Florists
• Rental companies
• Transportation providers
• Hospitality professionals
• Other specialist event vendors

will be highly advantageous.

This local knowledge will allow the successful candidate to hit the ground running and quickly establish themselves within the organisation.

Compensation & Benefits

Salary: $110,000–$130,000 USD per year

In addition to base salary, the position offers:

• Discretionary bonus
• Comprehensive benefits package
• Opportunity to work within a sophisticated multi-family office and investment environment
• Exposure to high-profile corporate, investment and UHNW private events
• Opportunity to work on the development and activation of a new West Village event space

US candidates only.