Job Description

Events Management Associate

Location: New York, NY – Onsite (Monday–Friday, occasional weekends)

Salary 35-40/hr

2 month assignment - can go permanent!

Position Summary

The Events Management Associate supports the planning and execution of convenings, meetings, and events at our clients Headquarters and other designated locations. This role is critical to the success of in-person, hybrid, and virtual events, ensuring exceptional execution and alignment with the Foundation’s high standards. The Associate will manage logistics, coordinate with stakeholders, and oversee event operations from concept to completion.

Event Planning & Execution

• Independently plan and execute Foundation-hosted, co-hosted, and grantee events, including high-level meetings, receptions, and multi-day conferences.
• Manage logistics such as venue coordination, catering, A/V, digital signage, and compliance with internal policies.
• Support hybrid and virtual events through Zoom backend management, speaker coordination, and creation of detailed run-of-show documentation.

Stakeholder & Cross-Functional Collaboration

• Serve as primary liaison between the events team and internal departments (catering, A/V, facilities, security).
• Partner with program teams to align event strategies with organizational goals and advise on best practices.
• Manage vendor relationships, ensuring contract compliance, COI documentation, and accurate records.

Event Systems & Operations

• Maintain organized systems for event documentation, templates, and historical data.
• Administer systems for registration, check-in, and attendee tracking to enhance guest experience and operational efficiency.
• Generate post-event reports to inform improvements and support data-driven decision-making.
• Assist with budgeting, invoicing, and contract processing.

Event Staffing & Coordination

• Train and guide internal teams on event roles and responsibilities.
• Lead or contribute to special projects that enhance event strategy or operations.

Requirements

Education & Experience

• Bachelor’s degree or equivalent experience in event management, hospitality, or related field.
• Minimum 5 years of experience in hospitality, event planning, or reception.
• Proficiency with event management tools (Cvent, Monday.com, Zoom) and Microsoft Office Suite.

Skills & Competencies

• Exceptional organizational skills with the ability to multitask, prioritize, and maintain attention to detail in a fast-paced environment.
• Excellent interpersonal and communication skills with a customer service mindset.
• Core Competencies:
• Bias for Action – Acts with urgency and enthusiasm.
• Communicates Effectively – Tailors communication for diverse audiences.
• Decision Quality – Makes timely, sound decisions.
• Plans & Aligns – Aligns work with organizational goals.
• Values Differences – Champions diversity, equity, and inclusion.

Work Schedule: Full-time, onsite Monday–Friday with flexibility for event demands; occasional weekends required.

To Apply: Please send your resume to mfesinstine@phaxis.com .

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