To Apply for this Job Click Here
Our client, a Private Wealth Fund located in Midtown, Manhattan is seeking to hire a Temporary Events & External Engagement Associate for 6-7 months (with potential to extend). This position will own the planning, execution, and evaluation of external events on behalf of the Executive Services team. Hours are 9:00am-5:00pm daily, requiring 5 days in the office and domestic travel (for sometimes one week+) roughly 4-6x/year.
This role will lead end-to-end logistics, vendor negotiations, scheduling, onsite management, and post-event reporting, ensuring every event is positioned to deliver strategic, commercial, relationship-building events with visible outcomes.
The ideal candidate is highly organized, excellent at managing multiple stakeholders, and confident negotiating across hotels, venues, event service providers and suppliers. Pay rate up to $68/hour.
Responsibilities
Planning & Coordination
- Develop event concepts, objectives, and engagement plans aligned to client priorities.
- Build comprehensive event briefs, logistics plans, timelines, and cost models.
- Secure venues and negotiate contracts with hotels, suppliers, production vendors, and related partners.
- Coordinate lodging, catering, audiovisual setup, décor, room allocation, hospitality needs, and transportation requirements.
- Ensure budgets are accurately forecasted and managed.
Pre-Event Stakeholder Communication
- Define event participation model and staffing, including attendee strategies and briefing needs.
- Liaise with internal teams and external partners to ensure alignment on objectives, deliverables, and schedules.
- Prepare and distribute event guidance, communications, agendas, and planning documents to relevant stakeholders.
On-Site Event Leadership
- Lead onsite setup, staging, registration flow, meeting room preparation, and experiences.
- Manage internal staff, contracted support teams, and venue resources.
- Anticipate and resolve operational issues to ensure seamless execution and a positive attendee experience.
Post-Event Reporting & Optimization
- Prepare detailed reports including financial reconciliation, qualitative feedback, and key success indicators.
- Conduct stakeholder debriefs and event reviews.
- Provide recommendations and process improvements for future events.
Vendor & Contract Management
- Lead negotiations with hospitality partners, event venues, AV providers, and third-party agencies.
- Evaluate vendor proposals and ensure cost-efficient and quality-focused execution.
- Maintain strong supplier relationships and enforce service standards.
Budgeting & Performance Tracking
- Establish event budgets, tracking frameworks, payment schedules, and forecast updates.
- Assess performance outcomes including attendee engagement, meeting effectiveness, brand visibility, and participation ROI.
Stakeholder Engagement
- Work closely with internal leadership and support teams to define event positioning, messaging, and attendee strategy.
- Coordinate executive briefing materials and engagement schedules.
- Provide structured visibility into progress, risks, and requirements pre-event.
Responsibilities
- 8+ years of relevant experience in corporate event management, hospitality operations, external relations, or experiential planning.
- Demonstrated experience managing large-scale, multi-day events from strategy through onsite execution.
- Thrives in fast-paced, high-pressure environments, consistently meeting tight deadlines and demonstrating flexibility with extended work hours when necessary
- Demonstrates advanced technical proficiency in crafting comprehensive event proposals and delivering strategic recommendations to C-suite executives
- Strong contract negotiation experience with hotels, venues, and event suppliers.
- Ability to independently lead onsite logistics and manage multiple stakeholders.
- Strong budgeting discipline and financial reporting experience.
- Exceptional communication, planning, and organizational capabilities.
- Experience working with senior executives, VIP attendees, or stakeholder-sensitive environments.
- Background supporting public-facing, investor-facing, commercially strategic, or relationship-driven events.
- Experience using event management platforms, CRM systems, or attendee workflow tools.
- Prior work within consulting, advisory services, financial institutions, or high-growth corporate environments.
- Global or multi-regional event experience involving complex travel coordination and international lodging.
- Demonstrated capability building event KPIs, ROI models, or impact measurement frameworks.
