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VIP Event Coordinator (CONTRACT)

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CloserStill Media

11d ago

  • Job
    Full-time
    Junior & Mid Level
  • Customer Relations
    Marketing
  • New York

AI generated summary

  • You should have 1-3 years in event management, strong communication, attention to detail, Excel proficiency, familiarity with Google Workspace, multitasking ability, and a client-focused mindset.
  • You will plan events, manage invites and RSVPs, enhance guest relations, coordinate logistics, support onsite activities, and compile post-event reports for senior retail leaders.

Requirements

  • 1-3 years of experience in event management, customer service, or VIP relations. Experience in high-touch client or executive engagement is a plus.
  • Strong interest or experience in the retail ecommerce and digital marketing sectors.
  • Advanced verbal and written communication skills; capable of crafting engaging event communications.
  • Excellent attention to detail, organizational, and time management skills.
  • Proficiency in Excel and experience managing data across platforms such as Google Sheets.
  • Familiarity with Google Workspace (Docs, Sheets, Drive, etc.).
  • Ability to multitask and prioritize in a fast-paced environment.
  • Problem-solving mindset: Able to troubleshoot issues and improve event processes efficiently.
  • Client-focused: A passion for delivering exceptional guest experiences.

Responsibilities

  • Planning and Coordination: Work closely with CommerceNext leadership to plan and fill approximately 25 dinners and 3 small scaled events for senior retail leaders attending the CommerceNext Ecommerce Growth Show.
  • Invite Management: Organize invite lists, draft personalized invite communications, send out invites, and manage RSVPs using appropriate CRM tools.
  • Guest Relations: Follow up with guests, handle event-related inquiries, and ensure smooth communication to enhance the guest experience.
  • Event Logistics: Coordinate logistical elements such as venue confirmations, seating arrangements, managing the check-in process, and ensuring dinner hosts are equipped with all necessary information (run of show, guest lists, etc.).
  • Onsite Event Support: Provide support in the lead-up to events and potentially attend events in-person, ensuring all elements run smoothly.
  • Post-Event: Compile post-event reports detailing attendance numbers, feedback from hosts, and photos or other assets from the event.

FAQs

What is the duration of the contract for the VIP Event Coordinator position?

The contract period is from May to June 2025 for a total of 8 weeks.

Where will the VIP Event Coordinator be based?

The position is remote, but there may be potential for in-person attendance during events.

What will be the primary responsibility of the VIP Event Coordinator?

The primary responsibility will be to organize and fill approximately 25 dinners and 3 small scaled events for retail attendees during the CommerceNext Growth Show.

What qualifications are required for this role?

Candidates should have 1-3 years of experience in event management, customer service, or VIP relations, along with strong communication skills and attention to detail.

What types of events will the VIP Event Coordinator help facilitate?

The coordinator will assist with organizing dinners and small scaled events specifically for senior retail leaders attending the CommerceNext Ecommerce Growth Show.

Will the VIP Event Coordinator need to manage guest communications?

Yes, managing guest relations, including sending invites and handling event-related inquiries, is a key responsibility of the role.

Is prior experience in retail eCommerce or digital marketing necessary?

While not mandatory, a strong interest or experience in the retail eCommerce and digital marketing sectors is preferred.

What tools will the VIP Event Coordinator need to be familiar with?

Proficiency in Excel and familiarity with Google Workspace (Docs, Sheets, Drive, etc.) are required for this position.

What support will the VIP Event Coordinator provide on-site?

The coordinator will provide support in the lead-up to events and may attend in-person to ensure that all elements run smoothly.

What is CloserStill Media’s stance on diversity and inclusion?

CloserStill Media is committed to developing a diverse and inclusive environment that encourages collaboration and innovation and is an equal opportunity employer.

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CloserStill Media

CloserStill Media runs market leading business exhibitions in the learning, healthcare, technology and veterinary sector

Entertainment & Media
Industry
201-500
Employees
2009
Founded Year

Mission & Purpose

At CloserStill we believe that nothing beats doing business face-to-face. In the digital age, traditional marketing methods have been turned on their heads and the internet sweeps all before it, face-to-face contact is at even more of a premium than ever. Increasingly, companies wishing to sell or market to other businesses are employing a dual strategy that combines the internet with one-to-one marketing and events in all their guises. Face-to-face - the only marketing process that can`t be replicated online - sharing the kind of in-depth interaction that can only take place in real-time - events and exhibitions are the perfect complement to online marketing strategies. The days of the traditional, one-dimensional trade-shows are numbered. Now, marketers expect events to be multi-dimensional, content rich and deliver real value for visitors, sponsors and exhibitors. They expect to make structured one-to-one meetings while walking the show floor, they expect the shows to represent the market they serve in all three dimensions [serving the “community” beyond the event itself] and they expect to enjoy sharp, personalised communications delivered by new digital channels - with great websites to be the engine behind it all. Above all, markets should demand that their media shows have a deep commitment to and respect for the communities they are privileged to serve. It is this commitment – along with a commitment to absolute integrity –that is at the heart of everything we do.