Events Manager

Key Responsibilities

• Serve as the senior point of contact and trusted advisor for employees, affiliate organizations, Senior Management teams, Portfolio Manager teams, administrative partners, and event hosts for all on-site events across the New York office campus.
• Independently own the full event lifecycle, including initial request intake, scope definition, planning, stakeholder alignment, vendor coordination, day-of leadership, breakdown, reconciliation, and post-event follow-up.
• Consult with event hosts to define objectives, recommend event formats, identify risks, develop timelines, and execute events ranging from small executive meetings and lunch & learns to large-scale conferences, receptions, client-facing programs, and after-hours events.
• Own and proactively manage the New York events calendar, providing visibility into upcoming events, event volume, space utilization, staffing requirements, service impacts, and potential scheduling conflicts.
• Create and manage event communications, including confirmations, reminders, attendee instructions, executive briefings, run-of-show documents, and coordination with administrative teams or event hosts.
• Partner closely with remote and off-site assistants to anticipate needs, manage shifting priorities, and deliver a consistent, high-touch experience for Senior Management and Portfolio Manager teams.
• Lead coordination with building management and internal departments to ensure all operational requirements are addressed, including Catering, HVAC, loading dock access, freight, security, guest access, labor, fire/life safety, and after-hours building support.
• Direct cross-functional event execution with Catering, Hospitality, AV/IT, Security, Engineering, Facilities, Janitorial, and external vendors, ensuring teams are aligned on timelines, service expectations, escalation paths, and day-of responsibilities.
• Oversee event logistics including room layouts, floor plans, signage, registration flow, name badges, printed materials, décor, vendor arrivals, guest experience, and contingency planning.
• Lead pre-event walkthroughs, readiness meetings, and post-event debriefs to identify risks, confirm ownership, document lessons learned, and implement service improvements.
• Provide onsite leadership during events, serving as the primary escalation point and ensuring execution meets the firm’s standards for quality, discretion, professionalism, and hospitality.
• Ensure events comply with firm policies, building procedures, security protocols, fire/life safety requirements, guest access guidelines, and applicable operational standards.
• Track event costs, review vendor estimates, submit purchase requests and invoices, support budget awareness, and identify opportunities for cost efficiency without compromising service quality.
• Maintain event supplies, equipment, and inventory, and proactively identify opportunities for replenishment, standardization, or service improvement.
• Create, maintain, and continuously improve event playbooks, run-of-show templates, planning checklists, vendor guides, communications templates, and standard operating procedures to promote consistency and scalability across the New York office campus.
• Develop event reporting and operational insights, including event volume, attendee counts, recurring issues, service trends, feedback themes, and recommendations for improvement.
• Capture event metrics and feedback to support reporting, service-level improvements, staffing plans, and future event planning.
• Build trusted relationships with senior stakeholders, administrative partners, internal service teams, building contacts, and vendors, exercising discretion and sound judgment in high-profile and time-sensitive situations.
• Manage multiple concurrent events and requests, balancing competing priorities while maintaining a high level of responsiveness, accuracy, and professionalism.
• Identify opportunities to improve the event intake process, planning workflows, vendor coordination, reporting, and overall client experience.
• Provide early morning, evening, and occasional after-hours support as required, with the judgment and flexibility to manage high-priority or high-visibility events outside standard business hours.
• Perform special projects related to investment professional support, events, hospitality, and facilities operations as needed.

Qualifications

• Bachelor’s degree required
• 6+ years of related corporate events, hospitality, facilities, conference services, or executive support experience, preferably in a fast-paced, high-touch professional services or financial services environment.
• Demonstrated experience independently managing complex events from request intake through planning, execution, day-of leadership, breakdown, reconciliation, and post-event follow-up.
• Strong executive presence and ability to interact professionally with Senior Management, investment professionals, Portfolio Manager teams, administrative partners, vendors, building contacts, and all levels of the organization.
• Proven ability to anticipate needs, manage ambiguity, exercise sound judgment, and resolve time-sensitive issues in real time.
• Strong vendor management, logistics planning, communication, and cross-functional coordination skills.
• Able to manage multiple concurrent events and competing priorities while maintaining exceptional attention to detail, discretion, and follow-through.
• Experience creating event timelines, run-of-show documents, floor plans, checklists, communications, reporting, and standard operating procedures.
• Strong organizational, communication, interpersonal, and relationship management skills.
• Ability to be resourceful, proactive, and solutions-oriented when planning and executing events.
• Extremely professional demeanor, positive attitude, and ability to remain calm under pressure.
• Able to work independently, take ownership of decisions, and operate effectively in a fast-paced, high-service environment.
• Proficient knowledge of Microsoft Outlook, Excel, and Word; as well as AI tools.