Meeting & Events Specialist NY

About The Job

The Meeting & Events Planner will lead successful execution of events as the primary point of contact for clients and primary communicator of event details to the meeting and events operations team. In this role you will guide event clients through the full scope of the planning process, including furniture and equipment configurations, audio‑visual requirements, food & beverage service, transportation, and other event attendee services.

You will manage the master events calendar, confirm event requirements, and ensure operations stakeholders fully understand requirements through management of communication channels, briefing and planning meetings.

• Serve as primary point of contact for high‑profile and/or large engagements. Accountable to develop and communicate end‑to‑end complex event plans to ensure flawless execution of meetings and events. Exercise sound judgement to ensure that events are delivered to exceed client expectations, while maintaining adherence to guidelines and processes and leveraging meeting industry best practices and experience.
• Manage complex master meeting and events calendar for medium to large‑sized event space. Communicate event schedules with all required partners and service providers. Responsible for all communications, planning meetings with event staff, and proactively plan logistics across the master calendar.
• Responsible for pre‑event planning, greeting event hosts upon arrival, introducing service delivery teams to client, answering questions, ensuring understanding of details of event between host and service delivery team and post‑event reporting and reconciliation.
• Source/select/recommend vendors for catering, decor, entertainment, giveaways, etc.; support event communication and marketing plan, problem‑solve issues that arise, welcome guests, direct event set‑up, communicate with staff, organize vendors, support attendee/speaker requests, and manage tear‑down.
• Manage each event as a project from planning through execution. Ensure parties involved in supporting the event are asked for input at the right time in the event plan and receive all relevant communication. Create and manage detailed event planning timelines, ensure deadlines are met on time and with high quality, creatively troubleshoot issues, ensure effective handoff to service delivery team, monitor progress and schedule of events and tasks, communicate with stakeholders, management, and other relevant parties.
• Build and maintain work relationships with internal and external clients in a timely and professional manner. Participate and/or lead planning calls, represent the site, and ensure all event aspects are in accordance with building safety and security regulations.
• Coordinate with internal partners as well as outside vendors and event professionals to manage client expectations on time and with high quality. Create and distribute banquet event orders to vendors and internal and external stakeholders defining event specifics including a timeline and floor plans for set‑up, event flow, and event strike details.
• Serve as key contact for the event in ensuring seamless delivery by the Meeting & Events operations team. Check in with the team and client on the day of the event to ensure thorough communication; responsible for on‑site logistics including managing vendors, ensuring a certificate of insurance is on file, load‑in and set‑up is on time and in adherence to building/site policies and is a point of escalation should an issue arise.
• Capture post‑event reporting and reconciliation and suggest recommendations for continuous improvement and cost/process efficiencies.
• Support and provide informal guidance to junior members of the team.
• May support with budget creation for events and be accountable for budget adherence and related activities such as requesting and reviewing invoices in a timely manner.
• Perform other duties as assigned.

• High School Diploma or GED and a minimum of 3 years of relevant experience and/or training.
• Experience in corporate or conference center management preferred.
• Comfortable meeting and engaging with new people.
• Warm and engaging…