Events Coordinator

About Sotheby's

Founded in 1744, Sotheby’s is renowned for facilitating access to remarkable art and luxury items through various channels including auctions, private sales, and retail. It operates across 70 categories such as Contemporary, Modern and Impressionist Art, Old Masters, Chinese Art, Jewelry, Watches, Wine and Spirits, and Design. The company also deals with collectible cars and real estate via RM Sotheby’s and Concierge services. Sotheby’s Financial Services offers significant capital solutions for collectors globally, having originated over $12 billion in loans. Its new global headquarters is located at the iconic Breuer building on Madison Avenue, New York City.

Role Overview

The Events Coordinator supports the Events team by providing administrative and operational assistance to ensure flawless event experiences. This role involves independently managing smaller events while assisting in planning and executing larger, more intricate projects. Key responsibilities include meticulous project tracking, strong communication, and hands-on management during event execution. The coordinator supports budgeting, vendor management, scheduling, and internal communications during planning, and acts as the on-site liaison during event production phases to handle vendor relations, deliveries, and logistical tasks.

Key Responsibilities

• Plan and lead smaller events solo such as tours, receptions, meetings, art fair passes, museum visits, and internal functions.
• Assist Event Managers with Sotheby’s Preferred programming events, partnerships, activations, and client experiences.
• Develop event timelines, production schedules, run-of-show documents, and materials that facilitate event planning.
• Coordinate event logistics with various internal teams including facilities, security, operations, engineering, AV, and hospitality.
• Manage guest-related processes like invitations, RSVPs, attendee tracking, and preparation of event documents.
• Provide on-the-ground support during events by managing vendors, staff, deliveries, ensuring seamless event flow.
• Act as the department representative on-site during installations, load-ins, and production, directing vendors and resolving logistical issues.

Operational Support

• Maintain the Events Master Calendar for consistent departmental visibility.
• Coordinate communications such as weekly Event Briefs and contribute to global event updates and internal reports.
• Support budgeting by managing trackers, processing invoices, reconciling expenses, and assisting with financial forecasting and post-event reports.
• Organize project documentation, planning files, contact databases, and maintain resources for the department.

Vendor & Production Management

• Support vendor onboarding, gather proposals, oversee contracts, and coordinate logistics.
• Manage delivery schedules and vendor access in collaboration with internal teams.
• Assist with acquiring necessary permits, insurance certificates, and other documentation required for hosting events.
• Ensure invoices are tracked and payments to vendors are processed according to agreed terms.

Qualifications & Skills

• Up to two years' experience in event planning, hospitality, or related sectors, especially within luxury, cultural, hospitality, or arts settings.
• A proactive and service-minded approach with sound problem-solving capabilities.
• Exceptional organizational and project management talents with high attention to detail.
• Ability to juggle multiple projects concurrently, adjusting to shifting priorities and deadlines.
• Excellent written and oral communication skills facilitating collaboration with internal teams and external partners.
• Capability to thrive and remain composed in fast-paced, high-pressure environments.
• Willingness to work during evenings and weekends as event schedules demand.
• Preference for candidates with an interest in arts, luxury, and hospitality.

Compensation & Benefits

The position offers a base salary range between $55,000 and $65,000 annually, complemented by a discretionary bonus and a competitive benefits package. Salary considerations account for experience, skills, education, certifications, and market factors.

Equal Opportunity Statement

Sotheby’s Institute of Art is committed to equal employment opportunity, welcoming applicants without regard to race, color, creed, religion, sex, sexual orientation, marital status, origin, age, disability, veteran status, or any other protected characteristic under applicable law.