Events Coordinator

The Event Coordinator provides operational and administrative support to the Events team at Sotheby's, helping to deliver exceptional experiences across the business. This role independently manages smaller-scale events while assisting with the planning and execution of larger projects. Responsibilities include budgeting, vendor sourcing, scheduling, internal communications, and on-site event execution. The coordinator acts as an on-site representative during production periods, coordinating vendors and ensuring seamless logistics.

Responsibilities

• Independently plan and execute smaller-scale events and experiences, including tours, small receptions, meetings, art fair passes and museum access, and internal events.
• Support Event Managers and Sotheby’s Preferred programming on larger events, partnerships, activations, and client experiences.
• Assist with developing event timelines, production schedules, run-of-show documents, and planning materials.
• Coordinate event logistics with internal departments including facilities, security, operations, engineering, AV, hospitality, and other stakeholders.
• Support guest management processes, including invitations, RSVPs, attendee tracking, and event materials as needed.
• Provide on-site event support, helping manage vendors, staff, deliveries, and event logistics to ensure smooth execution.
• Serve as an Events team representative during load-ins, installations, and production periods, directing vendors and addressing logistical needs on-site.
• Maintain and update the Events Master Calendar, ensuring accurate visibility across departments and stakeholders.
• Coordinate weekly Event Brief communications and assist with periodic global event updates and internal reporting.
• Support event budgeting processes by maintaining budget trackers, processing invoices, reconciling expenses, and assisting with forecasting and post-event reporting.
• Maintain project files, planning documents, contact databases, and departmental resources.
• Assist with vendor onboarding, proposal collection, contract administration, and logistical coordination.
• Coordinate delivery schedules and vendor access requirements in partnership with internal stakeholders.
• Assist with obtaining permits, certificates of insurance, and other documentation required for event execution.
• Track invoices and ensure proper payment terms are met for vendors.

Requirements

• Up to two years of experience in event planning, hospitality, or a related field, preferably within a luxury, cultural, hospitality, or arts environment.
• Positive, proactive, and service-oriented mindset with strong problem-solving abilities.
• Strong organizational and project management skills with exceptional attention to detail.
• Ability to manage multiple projects simultaneously while adapting to changing priorities and deadlines.
• Excellent written and verbal communication skills with the ability to work effectively across departments and with external partners.
• Comfortable working in a fast-paced environment and remaining calm under pressure.
• Availability to work evenings and weekends as required for event execution.

Nice to have

• Interest in the arts, luxury, and hospitality is preferred.

Benefits

• The proposed base salary for this position ranges from $55,000-$65,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.