Event Coordinator

Your Role in Our Journey Wine Enthusiast is seeking an Events Coordinator to assist in executing exciting new experiential events and activations in hospitality, beverage, and media. As Event Coordinator, you will assist the Event Director in planning, organizing, and executing a wide range of client‑sponsored events and events that promote our brand. Primary duties will include start‑to‑finish planning and execution of our existing in‑person events in the greater New York Area, like our Sip event series, and throughout the U.S., as in the case of our annual Wine Star Awards Gala. This role offers a unique opportunity to showcase your organizational skills and attention to detail while working in a dynamic and fast‑paced environment. The ideal candidate is forward‑thinking, thrives in a collaborative setting, embraces processes, works quickly and efficiently, and is flexible enough to pivot as needed. They must have proven verbal, written, and interpersonal skills. Since this position is hybrid, constant and thorough communication is vital to the role. This self‑starter can also work on multiple projects simultaneously and has a proven ability to deliver complete and adequately executed work on time. What You’ll Be Uncorking Collaborate with internal teams and external vendors to plan, coordinate, and execute various events, including wine tastings, panels, client‑sponsored events, and our annual gala. Aid in administrative tasks to help manage events from beginning to end, such as sourcing and securing contracts with event venues and vendors and building event assets. Assist in managing event expenses and paying vendors. Day‑of event logistics assistance, including but not limited to load‑in, set‑up, registration, branding signage and promotional material distribution, vendor management, and breakdown. Uphold professional communication with clients, colleagues, and participating partners. Research venues and vendors and manage initial communications based on the event scope and financial considerations. Take ownership of guest outreach, management, and registration from start to finish. Work on event communication strategies, including working with the Marketing and Social Media teams on email and sms marketing and event promotion social media content. Work with the Design department or freelance graphic designers to build, manage, and oversee digital, printed, and promotional event materials. Work with our Tasting department and warehouse to manage event‑related wine, spirits, and event supply deliveries, collect wine and spirits details for event materials, schedule event deliveries to venues, and distribute deliveries onsite. Develop creative and asset collection timelines and deadlines for internal teams, vendors, and external partners to ensure a smoothly run event. Update all project management platforms and event organization documents in real‑time to reflect the event’s progression. Collaborate and work closely with Video, Public Relations, Client Success, and Sales departments during the event planning process. Oversee and ensure a hospitable guest experience at each event. Assist with post‑event activities, such as gathering feedback, producing event reports, and collecting metrics from other departments to include in these reports. The Perfect Blend (What You Bring to the Table) Bachelor’s Degree in communications, marketing, events, or related field a plus. Minimum of 2‑4+ years of experience in event operations, event planning, and/or hospitality. Poised, professional, and enjoys collaborating with a team. Extremely detail‑oriented and able to sustain good time management. Demonstrated ability to prioritize workload with efficiency. Willing to learn from mistakes, open to feedback as well as provide feedback on ways of improving event experiences and workflow. Willingness to get hands dirty and work on all required events tasks.Ability to take the extra mile and time to ensure each event’s success. Excellent verbal, written, and interpersonal communication skills. Knowledge of Google Workspace, Monday.com, Slack, Eventbrite, video conferencing platforms (Zoom and Google Meet), and email marketing platforms (Dotdigital) is a plus. Experience in the wine & spirits industry or media a plus. This position offers a flexible hybrid schedule based out of our Valhalla, NY headquarters. Employees are required to be on‑site two days per week, with Tuesday designated as a required in‑office day and the second day of your choice. Additionally, this role requires attendance at various events and on‑site venue walkthroughs. Based on the events department’s schedule and needs, you must be willing to work evenings and weekends as needed. Traveling domestically or internationally 1‑3+ times per year for events is also included in this position. Our Commitment to You Unlimited PTO Full Medical, Dental and Vision benefits 401(K) Match FSA Flexible Work Environment Onsite Gym Pet Discount Plans Employee Discount Optional Wine Tasting Class participation Dynamic and Collaborative work culture Our Commitment to Inclusion & Equity At Wine Enthusiast, we are committed to fostering a diverse, equitable, and inclusive workplace. We are an Equal Opportunity Employer (EOE) and do not discriminate against employees or applicants for employment because of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status. As part of our commitment to fair hiring practices, we have adopted “ban the box” policies to provide individuals with criminal records a fair chance at employment. We consider all applicants on their merits and qualifications, considering their ability to perform the job. The pay range for this role is: 60,000 - 70,000 USD per year (200 Summit) #J-18808-Ljbffr