Summary
The Events Coordinator supports planning, coordination, and administration of client-facing luxury events with a retail focus in an office-based environment. This role is primarily administrative, managing documentation, scheduling, approvals, budget support, and internal coordination while providing on-site support for select VIP events.
Responsibilities
- Support end-to-end planning and execution of luxury events including launches, VIP experiences, private dinners, retail activations, pop-ups, exhibitions, and hybrid events.
- Develop event timelines, run-of-show documents, guest flow plans, seating charts, client bios, and post-event recaps.
- Coordinate logistics including venues, catering, entertainment, rentals, transportation, gifting, staffing, and on-site setup and breakdown.
- Maintain detailed event documentation, templates, image libraries, and post-event summaries to support scalability.
- Coordinate meeting scheduling, agendas, minutes, and internal approvals across marketing, retail operations, finance, buying, and leadership.
- Support tracking of event budgets, expenses, invoices, and prepare expense summaries for reconciliation.
- Liaise with internal teams, brand partners, and vendors to ensure alignment, onboarding, and timely delivery of event assets.
- Manage RSVP tracking, guest lists, seating plans, and check-in processes using digital event platforms.
- Provide polished on-site support to ensure a seamless VIP guest experience and resolve logistical issues in real time.
Requirements
- 2-4 years of experience in events, marketing, or coordination within luxury retail, watches, jewelry, fashion, or hospitality.
- Strong organizational skills with meticulous attention to detail and follow-through.
- Experience managing documentation, approvals, budgets, vendors, timelines, and multi-event calendars.
- Proficiency in Microsoft Office and event tools such as Splash or similar RSVP platforms; familiarity with Adobe or presentation tools preferred.
- Polished written and verbal communication skills for executive and VIP interaction.
- Hands-on experience supporting in-person events and exposure to digital or hybrid events.
- Ability to travel up to 20% and work evenings or weekends as required by event schedules.
We have summarized this job description for you, click apply to see more details from the employer.
