POSITION SUMMARY 

The Simons Foundation has an opening for a temporary Events Coordinator to join the events team. Reporting to the Senior Manager, Events, the temporary Events Coordinator will provide support for the development, planning and execution of more than 200 yearly events. These include both on-site and off-site annual research conferences, scientific meetings, workshops and some social events. 

This is a temporary position expected to last until July 31, 2026. This position is located at the Simons Foundation’s offices in New York City. 

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

• Managing Events
  • Support the Senior Events Manager with tasks associated with logistics before, during and after events including, but not limited to, ground transportation, facilities management, and on-site and off-site meals
  • Communicate beverage and meal assistance needs to per diem staff
  • Serve as the main point of contact for the Events Team on Presidential Lectures, SF Presents, Flatiron Seminar Series, CCA Colloquium, and other ‘series’ events
• Assisting with Other Planners’ Events
  • Review the events assistance request form and assign tasks as needed
  • Supervise or create production collateral as needed: name badges, program materials, etc.
  • Helping with event check-in and other on-site event tasks
• Event Space Inventory
  • Track items in our inventory management tool, Sortly, that are stored in multiple event spaces and prepare and manage orders for replenishing
  • Maintain written inventory in Sortly of dishware in multiple event spaces and purchase new items and/or replace damaged items as necessary
• Additional Projects as Assigned
  • Review events calendar to track accurate count of events per year
  • Perform any other duties or tasks as assigned or required
  • Research and maintain lists and contacts for off-site venues for meeting space, meals, restaurants and catering companies
  • Research new and innovative event supplies for efficient and/or unique presentation to guests
• Perform other duties or tasks as assigned or required

MINIMUM QUALIFICATIONS

Education

• Bachelor’s degree

Experience

• At least two years of previous events experience

Related Skills & Other Requirements

• Proven effectiveness in working with different client/participant groups, managing budgets and logistics
• Ability to create and foster good working relationships, both internally and externally — the ideal candidate must be able to work well with a variety of people in a fast-paced environment
• Team player but is also driven to work independently
• Skilled at managing projects with tight deadlines and many details in a dynamic environment
• Easily adapts to change and approaches challenges with positive and creative solutions
• Previous experience with on-site event management including setup, registration, venue logistics and knowledge of audio/visual needs
• Excellent oral and written communication skills, effective trouble-shooting skills, and good judgment
• Must be willing and able to work evenings – sometimes as many as twice per week – as well as early mornings, occasional weekends and periodic travel
• High proficiency in Microsoft Office (Word and Excel) is required
• Previous work in research or academic settings is a plus
• Basic knowledge of audiovisual equipment and desktop publishing software is preferred
• Working knowledge of Cvent or similar event management software is preferred
• Working knowledge of Sortly or similar inventory management software is preferred

Physical Requirements

• Moving supplies and equipment weighing up to 20 pounds
• Moving throughout several office buildings and various event spaces (on-site and off-site) to provide event support

REQUIRED APPLICATION MATERIALS

• Please submit a résumé and cover letter stating your interest in the position.

COMPENSATION AND BENEFITS

• The compensation for this position is an hourly rate of $31.25 per hour
• This position is eligible for medical benefits only

Our Commitment to Expanding Pathways to Science & Opportunities for All:

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds, and experiences. The Simons Foundation is committed to advancing basic science and mathematics to benefit humankind and expand our collective understanding of our world. As part of our mission, we support partners, programs, and initiatives that seek to broaden the scientific community and open pathways to science and mathematics careers.

The Simons Foundation provides equal opportunities to all applicants without regard to race, religion, color, age, sex, pregnancy, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state, and local law.