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Global asset Management client located in Financial District, Manhattan is seeking a Long Term Temp Meeting and Logistics Coordinator to join the New York office. This person will be an integral role in supporting the Sales Team and Business Development efforts. This person will be responsible for coordinating logistics for various internal and external meetings, events, and initiatives. The position ensures smooth communication between departments, managing investor meeting requests/processes, and establishing partnerships. The ideal candidate will demonstrate strong problem-solving skills, organizational capabilities, and the ability to execute on-time, high-quality logistics solutions for both routine and special events. Schedule is Monday – Friday onsite, 8:30am-5pm with 30 mins unpaid lunch. Temp duration is 6 months.
Key Responsibilities:
- Meeting Coordination
- Schedule internal/external investor meetings, secure meeting rooms, and manage calendar invitations.
- Coordinate logistics such as audiovisual equipment, room setups, catering, and required materials.
- Ensure timely communication with Customer Relations Group regarding any changes to meeting details and/or schedules.
- Track and manage meeting requests through a centralized system (e.g., Monday board), ensuring that all meetings are properly documented and tracked.
- Collaborate with teams to develop and implement process improvements to streamline and enhance efficiency.
- Ensure user-friendly processes for submitting and tracking meeting requests, making sure that all team members have clear instructions for submission.
- Regularly review and update meeting coordination procedures, identifying opportunities to improve user experience and reduce operational inefficiencies.
- Facilitate logistical arrangements for Asset Tours, Due Diligence meetings et. all.
- Role may require some work outside of regular business hours for time-sensitive tasks.
- Assist with preparing materials for meetings, presentations, and events.
- Liaise between the Sales Team and other departments to ensure requests are efficiently addressed and resolved.
- Manage and fulfill print requests for the Sales Team, ensuring that marketing collateral and other materials are ready and available for meetings.
- Provide timely assistance with meeting and travel logistics for Sales Team members.
- Lead the planning and execution of internal and external events, such as client meetings, sales events, and conferences
- Coordinate external events, ensuring all details are handled, from catering and venue setup to speaker arrangements and attendee communication.
- Ensure events run smoothly by managing timelines, troubleshooting issues, and ensuring all resources are available and functioning.
- Support the execution of virtual or hybrid events, ensuring seamless technology setup and participant engagement.
- Act as the main point of contact for meeting logistics, ensuring smooth coordination of schedules, meeting venues, and transportation needs.
- Ensure the seamless integration of both parties’ meeting preferences and requirements, fostering a positive working relationship.
- Plan and coordinate due diligence meetings for the Business Development team, ensuring all stakeholders have the necessary materials and information ahead of time.
- Set up and manage logistics for meetings involving external clients, ensuring that the right team members are present, and all meeting details are properly coordinated.
- Coordinate any necessary pre-meeting preparations, including preparing presentations or documents and setting up technology for remote participants.
- Follow up after meetings to gather feedback and assess any opportunities for improving logistics for future due diligence meetings.
- Maintain accurate records and documentation for all meetings, events, and logistical activities, ensuring all team members have access to relevant information.
- Support the Sales and Business Development departments with ad-hoc logistical tasks, and projects ensuring that all requests are handled promptly and efficiently.
- Monitor ongoing logistical needs and proactively identify opportunities for improvement or increased efficiency in workflow and resource management.
- Manage catering orders for internal and external meetings and events, ensuring all dietary restrictions and preferences are accommodated.
- Oversee the timely delivery of catering services, ensuring that food and beverages are appropriately arranged for meetings, events, and conferences.
- Help team with hosting and planning reoccurring meetings and/or events.
- Collaborate with external vendors to ensure high-quality catering service that aligns with the firm’s standards.
Qualifications:
- Education: Bachelor’s degree or equivalent work experience in business administration, event management, or related field.
- Experience: At least 2+ years of experience in logistics coordination, sales support, or event management, preferably within a financial or corporate setting.
- Skills:
- Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
- Exceptional interpersonal skills, ability to interact with talent at all levels within the firm and beyond its walls.
- Excellent written and verbal communication skills to liaise with both internal teams and external team members.
- Proactive self-stater and problem solver with strong sense of urgency, ownership and follow-through.
- Strong attention to detail with understanding the importance of creating efficient and streamlined processes.
- Ability to work independently, prioritize, and respond timely; adapt to changing priorities and requirements.
- Discretion in handling confidential information with utmost professional integrity.
- Proficiency with scheduling and project management tools, such as Monday.com, MS Office Suite, and others.
- Experience in event planning, catering management, and coordinating travel logistics is a plus.
Pay:
- $25/hour
A1428387NY-Temp_1755716372