Event Coordinator - NYU Future Labs

$40k – $50k • No equity
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The NYU Tandon Future Labs is seeking an organized and operations focused Events Logistics Coordinator to support the running of events at the Data and Veterans Future Labs. This role will oversee the schedule of events and programs between the two locations, day-of event coordination, and space logistics.

Responsibilities include but are not limited to:
- Oversee the event calendar for the Data and Veteran Future Labs
- Create and own event production timelines
- Create cost plans/structures for events, produce within budget, and track all spending and invoicing
- Manage events set up and breakdown
- In-Space point person for event management (set up of the physical Space, materials, audio/visual, catering, breakdown, cleanup and any post-event follow ups pertaining to the space).
- In-Space point person for all Event Talent & Run of Show questions and concerns
- Source venues and venue partners
- Conceptualize event requirements based on goals, audience, event type, budget, etc.
- Oversee event staffing requirements
- Manage RSVPs and check-ins
- Oversee any and all furniture movement
- Oversee any and all AV needs for event usage
- Oversee event inventory + vendor deliveries / pickups
- In-Space point person for event photographers / videographers
- Ensure an excellent experience for all members, prospective members and guests while in The Space
- Work closely with the Future Labs team on the development of events logistics in the space as well as communication to the operations team
- Work closely with the location teams to execute events smoothly and flawlessly
- Oversee development, planning, and execution of internal, team building events
- Manage conference room bookings and conference catering requests
- Manage all special catering requests from event talent/partners, from proposal to execution
- Act as point person for location based logistics

Key Qualities:
- Organized self-starter with an entrepreneurial spirit and desire to grow with the company
- Ability to troubleshoot any issues and find solutions
- Flexible schedule including evenings and some early mornings / weekends
- Logistics-focused and understanding of events
- Charismatic and calm personality with ability to juggle multiple projects and shine in a fast-paced environment
- Must be able to assist with movement of furniture as necessary
- Strong customer service/hospitality experience
- Strong verbal and written communication skills
- Experience managing part time, temporary, and intern staff
- Ability to work independently with strong relationship-building skills in a cross-functional environment

- 1+ years experience in Operations, Event Coordination, and/or F&B
- Strong organizational skills with the ability to multitask projects through from start to finish
- Basic understanding of AV and sound systems
- Proficient in Google Spreadsheets, Google Suite, and Microsoft Office

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