Events Coordinator

Job Description: Events Coordinator

Organization: Hauser & Wirth New York

Line Manager: Events Manager, New York 

Salary Range: $65k-$70k

Based in New York City and reporting to the Events Manager, the Events Coordinator is an integral part of the Hauser & Wirth Events team. This position will work across multiple departments and involves contact with senior staff, artists, curators, collectors, and vendors. Discretion, professionalism, and an ability to communicate efficiently as well as effectively are required. The ideal candidate will have at least two years related experience (ideally in the greater New York area), excellent project management skills, and the ability to develop and manage deadlines in a fast-paced environment. 

Responsibilities include but are not limited to the below. 

• Assist Events Manager on all major client/artist dinner events for Hauser & Wirth New York locations in collaboration with senior staff members, artist teams, and restaurant venues. 
• Responsible for Invitation management for all major client/artist related dinner events and public programming, including but not limited to: 
• Compiling and managing invitation lists,
• Invitation send outs, 
• Assist with invitation design process,
• Track and administer RSVPs via Eventbrite, Zkipster,
• Run check-ins
• Assist with coordination of logistics and run of shows of all exhibition related activities, programmed talks, panels, and performances
• Assist with events set up and reset—equipment rentals, A/V, catering, green room set up, etc.
• Responsible for creating public programming events listings on Eventbrite and hauserwirth.com
• Assist Events Manager with coordinating travel arrangements, payment, reimbursement and all related forms and paperwork for program participants in collaboration with Finance department. 
• Keep diligent and updated schedule of HWNY events on Outlook shared calendar and Asana
• Manage and audit internal departmental channels and file management.
• Assist Events Manager in creating a roster of freelance vendors, including restaurants, AV, photographers and videographers, caterers, rental companies, etc. 
• Upkeep of statistical log from private and publics events—tracking number of events as well as attendees invited and attended.  
• Ensure compliance with OSHA standards, public liability, health & safety, and best practices are met

Relevant Skills & Requirements 

• Minimum 2 years previous experience in a similar Events focused or assistantship role, ideally in the art, luxury or hospitality industries
• Proficiency with Zkipster, Eventbrite, Microsoft 365, Apple technology, and Asana preferred
• Experience coordinating IRL, digital and hybrid events
• Demonstrable experience coordinating event schedules, vendors, contracts, budgets and travel
• Excellent communication skills and the ability to engage a variety of internal/external colleagues and brand partners
• Experience communicating with external suppliers and the ability to negotiate best value
• Skilled at forming and maintaining excellent relationships with key stakeholders and collaborators
• A proactive, communicative and positive attitude, keen to work in a fast-paced, dynamic environment
• Creative thinking and problem-solving skills
• Excellent planning and time management skills and meticulous attention to detail

Please note: The role requires evening and weekend work as required.

Please send a cover letter and resume to: [email protected] with 'Events Coordinator' in the subject line.

03/21/2025