Event Manager

Client Overview:

Our client is a New York City-based private foundation dedicated to advancing the frontiers of research in mathematics and sciences. The foundation supports research through grants, scientific collaborations, and public engagement. Their work spans areas including mathematics and physical sciences, life sciences, autism and neuroscience, and science, society, and culture. They are seeking an experienced Event Manager to join their team on a temporary basis through the end of November.

Salary/Hourly Rate:

$35/hr - $40/hr, depending on experience

Position Overview:

The Event Manager will manage event logistics, vendor relationships, registration, travel accommodations, budgets, timelines, and onsite event operations. This role is ideal for an experienced event professional who is highly organized, detail-oriented, and comfortable managing multiple projects in a fast-paced environment.

Responsibilities of the Event Manager:

• Coordinate event logistics before, during, and after events, including travel, hotels, transportation, catering, facilities, and insurance.
• Create event websites, manage attendee communications, and oversee registration.
• Negotiate and manage agreements with venues, caterers, AV providers, and other vendors.
• Serve as the primary onsite contact for staff, vendors, and event participants.
• Coordinate with staff and security to ensure events are prepared and executed successfully.
• Conduct post-event wrap-up, including budget reconciliation, vendor payments, reimbursements, and event debriefs.
• Track event supplies and inventory using Sortly.
• Maintain relationships with third-party vendors and ensure continued service quality.
• Partner with internal teams on event planning, collaboration, and process improvements.
• Support event setup and breakdown, including moving supplies and equipment weighing up to 20 pounds.

Required Experience/Skills for the Event Manager:

• Minimum of 5 years of event management experience.
• Experience managing event budgets and logistics.
• Strong onsite event management experience, including setup, registration, venue logistics, and AV needs.
• Ability to manage multiple projects with tight deadlines.
• Excellent written and verbal communication skills.
• Strong troubleshooting and problem-solving abilities.
• Excellent judgment and organizational skills.
• Self-motivated team player who can work independently.
• High proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Ability to work early mornings, evenings, and occasional weekends as needed.

Preferred Experience/Skills for the Event Manager:

• Working knowledge of Cvent.
• Experience with inventory management systems such as Sortly.
• Previous experience in research or academic settings is highly preferred, but not required.

Education Requirements:

• Bachelor’s degree is required.

Benefits:

• Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).

Job Wrapping ID: #LI-AJ3