Event Coordinator, Business

Location: City of Rochester Posting Description Who We AreLenox Advisors brings together sophisticated solutions in wealth management and insurance services to high-net-worth individuals and their families. As a wholly owned subsidiary of NFP Corp., an Aon Company, we combine the culture of a boutique firm with the stability and backing of a large corporation to create an environment that's truly unique. NFP is a multiple Best Places to Work award winner in Business Insurance. We’re a recognized Elite Agency award winner and a leading property and casualty broker, benefits consultant, wealth manager, and retirement plan advisor. NFP provides solutions enabling client success through the expertise of over 8,000 global employees, investments in innovative technologies, and enduring relationships with highly rated insurers, vendors and financial institutions. To learn more, please visit:Position Summary & Overall PurposeLenox Advisors is seeking a highly organized and detail-oriented Event Coordinator who is passionate about creating exceptional experiences and seeing complex events successfully come to life. This role combines independent ownership with a highly collaborative, team-focused environment. The ideal candidate is someone who can gather input from collaborators, conduct research and site visits, develop creative event concepts, and confidently present recommendations for feedback and approval. This is an excellent opportunity for an experienced event professional who is ready to take the next step in their career and fully lead the planning and execution of impactful events that support business growth, client engagement, and organizational objectives.This hybrid role will be based in either Stamford, CT or New York, NY and requires regular travel between both office locations, as key leaders and event stakeholders are based in each office. The standard schedule is at least three days per week in the office, with willingness to support events on site outside of business hours.Key Responsibilities Event Planning & ExecutionCoordinate end-to-end planning of events including conferences training sessions, corporate meetings, and dinners.Develop timelines, run-of-show documents, and detailed logistical plans for each eventLead on-site execution including setup, vendor coordination, and issue resolution to ensure excellent deliveryVendor & Venue ManagementSource, evaluate, and manage relationships with venues and vendors (AV, catering, travel, etc.)Negotiate contracts in conjunction with manager and COO and ensure all services align with budget and event objectivesCoordinate site visits and oversee logistics such as audiovisual needs and space planning in coordination with Lenox IT and the EA team.Registration & Attendee ManagementManage event registration, RSVP tracking, and attendee communications together with the marketing teamPrepare registration reports and maintain accurate participant data (e.g., tracking RSVPs and headcount for events)Coordinate event communications (invitations, registration follow ups, “Know Before You Go” emails, etc.)Stakeholder CollaborationPartner with executive leadership, executive assistants, event host, marketing, and external partners to align on event goals and messagingServe as a central point of contact across internal teams and vendorsCollaborate with marketing on event materials, branding, and communicationsBudget & ReportingSupport event budget creation and track expenses to ensure cost efficiencyProcess invoices and vendor paymentsDeliver post-event reporting including attendance, feedback, and recommendations for improvementOn-Site OperationsOversee onsite execution including registration, vendor coordination, and troubleshooting and coordinate with the event management vendor if one is hiredEnsure all event elements run according to plan and meet Lenox quality standardsProvide a high-touch, professional experience for advisors, clients, and partnersTravel in the NYC & tri-state area required approximately 25% of the timeEvents will sometimes fall outside of normal business hoursQualifications5+ years of experience in event coordination, preferably in corporate,…