ECVC & IP Event Coordinator

New York, NY

Summary

ECVC is Emerging Companies & Venture Capital and IP is Intellectual Property. This is a fast-paced group within their firm. While they have professionals in NYC, San Francisco, New Jersey, D.C., Philadelphia, Delaware and Texas, the focal points will be New York City and San Francisco/Silicon Valley. This position will sit in their New York office and currently offers a hybrid remote work opportunity. Under the direction of the ECVC & IP Event Manager, this position is responsible for all aspects of event production and list management, with an emphasis on a recurring group of dinners across multiple cities, attended by several hundred clients and contacts a year.

Dinner & Wine Management

Wine plays a meaningful role in many of the ECVC client dinners and events. Support all wine-related planning and logistics to ensure an exceptional guest experience.

• Coordinate with restaurants and venues to confirm wine service details and ensure proper execution during dinners and events.
• Conduct wine research and prepare wine-related materials, including tasting sheets, menus, event notes, and other supporting collateral, often under tight deadlines.
• Coordinate the purchasing, shipping, and delivery of wine for dinners and events, ensuring timely and accurate fulfillment.
• Maintain detailed wine tracking documentation following each dinner to support future planning and preserve historical event data.

Event Coordination & Execution

• Execute dinner and event plans as directed, coordinating all logistics before, during, and after each event to ensure seamless execution.
• Research, secure, and manage restaurants and venues throughout the U.S. and internationally, confirming all event details, including menus, dietary accommodations, room setup, service requirements, and other event logistics.
• Create, proofread, and distribute invitations, event materials, and event-related communications.
• Manage event invitations and guest lists by sending invitations directly and on behalf of attorneys, tracking RSVPs, following up with non-responders, researching and maintaining accurate contact information, and coordinating guest lists with attorneys.
• Update and maintain the firm’s CRM (InterAction), Google Docs, and other tracking tools to ensure accurate records of invitations, RSVPs, attendance, and event history.
• Attend dinners & events as needed and provide onsite support to ensure a high-quality guest experience. Dinners are primarily held during weekday evenings and typically conclude by approximately 7:00 p.m. Must be willing to travel between New York, New Jersey, and, on occasion, San Francisco and Palo Alto.
• Support the planning and execution of larger firm programs, client events, and special initiatives as needed.
• Manage multiple events and competing priorities simultaneously while maintaining exceptional attention to detail and consistently meeting deadlines.
• Anticipate and proactively resolve scheduling, logistical, and guest experience issues, adapting quickly to changing priorities and last-minute requests.
• Build and maintain strong working relationships with attorneys, vendors, restaurants, and internal stakeholders, providing exceptional customer service and ensuring a seamless experience for attorneys and guests.

Skills, Knowledge, and Abilities

• 3–5 years of event planning, hospitality, executive support, or related experience is preferred; experience coordinating high-touch client events is a plus.
• Bachelor’s degree from an accredited college or equivalent professional experience is preferred.
• Knowledge of wine, wine service protocols, and fine dining.
• Demonstrated ability to proactively anticipate needs, identify potential issues, and implement solutions before they become problems.
• Ability to successfully manage multiple events, deadlines, and competing priorities simultaneously while maintaining exceptional attention to detail and accuracy.
• Being able to thrive in a fast-paced, high-expectation environment with changing priorities, tight deadlines, and frequent interruptions.
• Strong organizational, project management, and time management skills with the ability to prioritize independently and exercise sound judgment when necessary.
• Excellent written, verbal, and interpersonal communication skills with the ability to interact professionally and confidently with attorneys, clients, vendors, restaurants, and senior leadership.
• High level of discretion, professionalism, and sound judgment when handling confidential information.
• Exceptional proofreading skills and meticulous attention to detail.
• Strong aesthetic sense regarding invites and announcements.
• Proficiency with Microsoft Outlook, Excel, Google Docs, Word, and CRM/database systems is required; experience with InterAction is a plus.
• Proficiency with social media and with productivity apps are also beneficial.
• Flexibility to work overtime; early mornings or late evenings on occasion.

Schedule

Full-time, Monday through Friday, 9:30 AM–5:30 PM, flexibility to work early mornings or late evenings on occasion.

Travel Required

Some travel around NYC and Roseland, NJ (and the surrounding area, but is not expected on a weekly basis); occasional (maybe twice a year) travel to the San Francisco Bay area.

Compensation: $75,000.00-$90,000.00, plus overtime and bonus

Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.