Job Description

The Events Coordinator supports the planning, coordination, and administration of client-facing events for luxury timepieces and jewelry with a retail focus in an office-based environment. Reporting to the Events Director and working closely with the Events Manager and cross-functional departments, this role is primarily administrative, with responsibilities for documentation, scheduling, approvals, budget support, and internal coordination.

The position is ideal for a detail-oriented professional with experience in luxury retail or an adjacent industry who excels at process management, effective communication, and proactive follow-up. While on-site support is required for select events, the role is predominantly focused on event operations and VIP client experience support.

Key Responsibilities

Event Planning & Coordination

• Support the end-to-end planning and execution of luxury events, including product launches, VIP experiences, private client dinners, retail activations, pop-ups, exhibitions, and digital or hybrid events.
• Assist in developing event timelines, run‑of‑show documents, guest flow plans, seating charts, client bios, and post-event recaps.
• Source new vendors and maintain up-to-date vendor lists.
• Coordinate logistics, including venue details, catering, entertainment, rentals, transportation, gifting, staffing, and on-site setup/breakdown.
• Ensure all event elements align with brand guidelines, client expectations, and luxury service standards.

Administrative & Budget Support

• Maintain detailed event documentation, including templates, timelines, run-of-show documents, internal briefing materials, image libraries, and post-event recaps and summaries to support scalability and efficiency.
• Coordinate meeting scheduling, agendas, and minutes, and the internal approvals process across marketing, retail operations, finance, buying and merchandising, and leadership teams.
• Support in tracking event budgets and expenses, maintaining accurate records for reconciliation and reporting.
• Prepare expense summaries, invoices, and internal documentation.

Stakeholder & Vendor Support

• Liaise with internal teams to ensure alignment, approvals, and timely delivery of event assets, ensuring accurate information flow and timely follow-ups.

• Coordinate vendor onboarding, invoices, and invoice payment tracking.
• Prepare internal communications, calendars, presentations, and status updates related to the events program.
• Support communication with brand partners and vendors by managing schedules, confirmations, documentation, and deliverables.

Guest Experience & On-Site Execution

• Manage RSVP tracking, guest lists, seating plans, and check-in processes using digital event platforms.
• Anticipate and resolve logistical issues in real time to ensure a seamless guest experience and support business functions.
• Provide polished, white‑glove on‑site support for VIP guests, brand partners, and senior leadership.

Reporting & Continuous Improvement

• Support post-event reporting, including attendance, engagement, qualitative feedback, and operational insights.
• Identify opportunities to streamline workflows, improve documentation accuracy, and enhance cross-functional collaboration.
• Compile and share key learnings and best practices across the events and marketing teams.

Qualifications & Experience

• 2–4 years of experience in an events, marketing, or administrative coordination role within luxury retail, watches, jewelry, fashion, or hospitality.
• Strong organizational skills with meticulous attention to detail and follow-through.
• Demonstrated ability to manage documentation, approvals, budgets, and multiple concurrent projects.
• Proficiency in Microsoft Office Suite and event tools such as Splash or similar RSVP platforms; familiarity with Adobe, Canva, or presentation tools is a plus.
• Experience working with budgets, vendors, timelines, and multi-event calendars.
• Polished written and verbal communication skills suitable for executive, VIP, and cross-functional interaction.
• Hands-on experience supporting in-person events; exposure to digital or hybrid events is a plus.
• Ability to adapt in fast-paced, high-expectation environments and manage multiple priorities.
• Willingness to travel up to 20% and work evenings or weekends as required by event schedules.

Key Competencies

• Administrative functions in a corporate office environment
• Client‑first, luxury service mindset
• Cross-functional collaboration
• Adaptability and proactive problem-solving
• Process-driven event coordination
• Financial and documentation accuracy
• Professional discretion and brand stewardship