Event Specialist

Support the planning, coordination, and logistical execution of internal events, annual meetings, and client conferences, providing lead guidance on smaller events (fewer than 50 colleagues and smaller in scope).Make recommendations on hotel and venue selection, catering, and activities to support event decision-making.Maintain event timelines and due dates within the team's project management systems, flagging risks to deadlines proactively.Work in coordination with Events Managers on event logistics, asset delivery, and on-site and off-site event details.Assist with department representation at on-site and off-site events, ensuring contracted elements are fully executed. Support the execution of activations tied to Baldwin's brand sponsorships, coordinating logistics, materials, and timelines alongside the Sponsorship & Events Manager.Maintain a consistent timeline of communication for assigned events and sponsorship activations to keep stakeholders informed. Source proposals for events and sponsorship activations, and assist in vendor management and ongoing vendor communications.Establish and maintain strong relationships with external vendors, suppliers, and partners to support effective event and sponsorship execution.Support budget tracking for assigned events, monitoring spend against approved estimates and flagging variances. Serve as a liaison with the Communications team on assigned events and activations, keeping messaging and materials aligned.Draft attendee and stakeholder communications and manage RSVP tracking for assigned events.Organize and maintain digital project files, records, and the firm's events calendar throughout the year.Contribute to the monthly events reporting process, compiling status updates and outcomes for review. Bachelor's degree in business administration, event planning, hospitality management, or a related field; related, relevant, or direct experience may be considered in lieu of the degree requirement.Minimum of 2-4 years of experience in event planning or corporate partnerships.Insurance or financial services experience is a plus.Ability to travel to event locations as required, including some weekend and after-hours work tied to event schedules.