Event Specialist

Job Title: Event Specialist

Location: New York, NY

Reports To: Director of Member Engagement

A private, members-only club for business leaders featuring private offices, conference rooms, meeting spaces, event venues, lounge areas, and an on-site members-only restaurant is seeking an Event Specialist to support event planning and execution across the property.

• Respond to event inquiries and log notes in the event management system.
• Conduct client outreach to individuals interested in hosting events.
• Prepare event contracts, ensuring all details are accurate and up to date.
• Notify internal teams of newly confirmed and last-minute events.
• Coordinate with internal teams to source additional furniture and document requirements in Banquet Event Orders (BEOs).
• Liaise with building management regarding facility needs (HVAC, security, loading dock access, elevator access, etc.).
• Provide weekly updates to building management on large events and revise as new events are confirmed.
• Serve as the primary contact for requesting and distributing Certificates of Insurance (COIs) and required facility agreements.
• Coordinate internal logistics including IT needs, additional office bookings, coat check areas, linens, materials setup, and ancillary space usage.
• Manage vendor communication and coordination (AV, florals, rentals, furniture, etc.).
• Review incoming event details and update BEOs accordingly.
• Brief front-of-house, back-of-house, and assigned staff on event specifics and service timelines; confirm food timing with the kitchen team.
• Act as the on-site event lead for ambiance adjustments (music, lighting) in accordance with event specifications.
• Welcome event hosts, ensure satisfaction with setup, and manage last-minute requests while communicating changes to operational teams.
• Follow up with restaurant and service teams regarding guest satisfaction and feedback.
• Perform other duties as assigned.

• 2+ years of experience in events or hospitality
• Strong passion for the hospitality industry
• Excellent communication and organizational skills
• Highly detail-oriented with the ability to self-manage
• Strong interpersonal skills with members, employees, and vendors
• Proficiency in Microsoft Office (especially Excel and PowerPoint)
• Experience with reservation or guest management systems preferred

This organization is an Equal Opportunity Employer.