Event Coordinator

Company Description / Mission :

With 1M+ square feet, 22 Vanderbilt houses a curated community of top-tier companies that span the innovation spectrum from venture-backed startups to large enterprises.  By facilitating meaningful interactions between peers and delivering a dynamic shared experience, we help businesses of all sizes unlock true value.

Job Summary :

The Event Coordinator is responsible for supporting the planning and execution of a wide variety of events hosted in our venues, including corporate meetings, multi-day conferences, and social functions. This role provides both administrative and on-site support, ensuring a seamless and professional client experience from initial inquiry through post-event follow-up.

Key administrative responsibilities include responding to client inquiries, scheduling site visits, drafting proposals and contracts, preparing Banquet Event Orders (BEOs), and maintaining accurate event files and calendars. The Event Coordinator serves as a communication hub between clients, vendors, and internal departments to ensure all event logistics are properly documented and executed.

On event days, the coordinator supports event setup, acts as a client point of contact, and helps troubleshoot issues to ensure smooth operations. A strong understanding of the venue’s event spaces, service standards, and internal processes is essential.

This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks independently in a fast-paced, hospitality-focused environment.

Key Responsibilities :

• Respond to client inquiries in a timely, professional manner
• Schedule and conduct site visits and client meetings as needed
• Assist in drafting event proposals, contracts, and invoices
• Prepare and distribute Banquet Event Orders (BEOs) and event summaries to internal departments
• Maintain accurate and up-to-date event files and calendars
• Coordinate event logistics and communicate all event details to internal teams and vendors
• Provide on-site support during events, including client communication, setup oversight, and issue resolution
• Serve as a liaison between clients and service staff before and during events
• Collaborate closely with Event Managers and operations teams to ensure successful execution
• Support post-event follow-up, including client communication and internal debriefs
• Perform research and assist with special projects.

Qualifications :