Event Coordinator - NYU London

NYU is committed to being a welcoming campus community that reflects and enacts the values of inclusion, diversity, belonging, and equity that inform academic excellence. We seek candidates who will not only enhance our commitment to these values, but whose experience, competencies, skills, and community engagement efforts contribute to diverse, equitable, inclusive learning and working environments for our students, staff, and faculty.

This is a full time position reporting to the deputy director. The Event Coordinator serves as the central liaison for internal and external event and short-term program requests at NYU London.
This role is responsible for overseeing the end-to-end planning, coordination, and execution of events, ensuring efficient use of space, high-quality service delivery, and compliance with NYU policies.

The coordinator works closely with internal teams and external clients to manage logistics, staffing, budgets, and vendor relationships, while also supporting strategic initiatives to optimize event operations, promote the NYU London venue, and enhance the overall student and client experience.

This position requires flexibility, attention to detail, and the ability to manage multiple priorities in a fast-paced environment, including occasional early mornings, evenings, and weekends.

Principal Accountabilities : 

General: 30%

• Acting as a first point of contact for all the events queries
  Provide regular updates to local and global colleagues on space utilization - especially during busy periods. Use the space on site efficiently to maximize potential allocation for internal clients as well as drive revenue from external clients.
• In collaboration with senior colleagues, review and approve requests for external conference bookings. -Maintain a request booking form which can be submitted by prospective clients.
• Keeps management informed by reviewing and analysing special reports; summarising information; identifying trends.
• Work proactively with internal constituents to drive, evolve and execute on our relationship strategies
• Coordinate with Student Life liaison on NYU short term programs requests, ensuring that space and resource requirements align with NYUL objectives, and overlapping events have adequate resource allocations.  
• Assist with various administrative tasks including meeting room allocation and bookings
  
  

Event Operation: 60%

• Work with external and internal clients to understand their detailed event requirements and create an event order (EO).
• Manage pre-event logistics and coordination for internal and external bookings including room setup, staffing, cleaning, security, accommodation requests, AV/IT requirements, budgeting and invoicing, catering, transportation and other event logistical needs.
• Conduct in-person site visits with visitors
• Be on site to assist with on-the-day event operations and ensure that client expectations are met and exceeded. Early morning, evening or weekend duties may be required.
• Post event follow up: ensure that billing has been issued by the accounting team, collect client feedback and send thank you notes, debrief on event logistics as required.
• Work with site leadership to build a strategy for internal and external event and program bookings including pricing, service offerings and operating procedures.
• Create a list of suitable vendors including hotels, restaurants, caterers, florists and other suppliers.
• Help create messaging and marketing material about our event space and create and update a website for internal and external users.
• Coordinate with IT department on all A/V equipment necessary for events
• Help identify local business and hospitality industry events where we can promote the NYU London event venue.
• Seek out opportunities to promote the NYU London event venue online and amongst our community.

Other : 10%

• Other ad hoc and administrative and team support duties as required.
• Other duties assigned by Deputy director and the senior leadership atleaderships at NYU

Required Education

• Degree in Hospitality, Event Management or related discipline is preferred

Required Experience 

• At least 1-3 years of relevant work experience as an Event role

Required Knowledge, Skills, and Abilities 

• Team player
• Strong organisational ability
• Excellent interpersonal and written communication skills
• Be willing to work on own initiative with little supervision
• Proven track record managing multiple projects at once
• Strong organisational and project management skills
• Flexible to attend events outside standard hours, including weekends
• Creative thinker, able to keep calm in a busy environment;
• Experience in fast-paced
• Must be able to preserve and foster a collaborative, positive work environment and external reputation and will model high ethical conduct and inclusion throughout the organisation

Preferred Experience, Skills and Abilities

• Experience of working within Higher Education
• Relevant experience

Candidates must have the unrestricted right to work and live in the UK prior to appointment.

Further benefits include: 28 days annual leave pro rata, USS pension scheme and private medical insurance (optional)

Candidates should advise of any reasonable adjustments needed to participate in the application and interview processes.

NYU London is an equal opportunity employer committed to equity, diversity, and social inclusion. We strongly encourage applications from under-represented individuals in the profession, across colour, creed, race, ethnic and national origin, physical ability, and gender and sexual identity. NYU London affirms the value of differing perspectives on the world as we strive to build the strongest possible university with the widest reach.

NYU aims to be among the greenest urban campuses in the country and carbon neutral by 2040. Learn more at nyu.edu/nyugreen.

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