Events Coordinator

Established in 1744, Sotheby’s promotes access and ownership of exceptional art and luxury objects through auctions, private sales and retail. Our deep expertise across 70 selling categories is supported by a leading technology platform and a global network of specialists spanning 40 countries. Selling categories include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits and Design, as well as collectible cars and real estate through RM Sotheby’s and Concierge.

Sotheby’s Financial Services is a leading art lender and provides capital solutions for collectors around the world, having originated more than $12 billion in loans since its inception. Sotheby’s new global headquarters is now open at the iconic Breuer building at 945 Madison Avenue in New York City.

The Event Coordinator provides operational and administrative support to the Events team, helping to deliver exceptional experiences across the business. This role serves as a key project support resource for Event Managers, independently managing smaller-scale events whileassistingwith the planning and execution of larger, more complex projects.

The Event Coordinator playsan important rolein keeping the department organized and running smoothly through strong communication, detailed project tracking, and hands-on event execution. During planning periods, they support budgeting, vendor sourcing, scheduling, and internal communications. During production periods, they act as an on-site representative for the Events team, coordinating vendors, receiving deliveries, and ensuring eventlogisticsare executed seamlessly.

• Independently plan and execute smaller-scale events and experiences, including tours, small receptions, meetings, art fair passes and museum access, and internal events.
• Support Event Managers and Sotheby’s Preferred programming on larger events, partnerships, activations, and client experiences.
• Assist with developing event timelines, production schedules, run-of-show documents, and planning materials.
• Coordinate eventlogisticswith internal departments including facilities, security, operations, engineering, AV, hospitality, and other stakeholders.
• Support guest management processes, including invitations, RSVPs, attendee tracking, and event materials as needed.
• Provide on-site event support, helping manage vendors, staff, deliveries, and eventlogisticsto ensure smooth execution.
• Serve as an Events team representative during load-ins, installations, and production periods, directing vendors and addressing logistical needs on-site.

• Maintain and update the Events Master Calendar, ensuringaccuratevisibility across departments and stakeholders.
• Coordinate weekly Event Brief communications andassistwith periodic global event updates and internal reporting.
• Support event budgeting processes bymaintainingbudget trackers, processing invoices, reconciling expenses, andassistingwith forecasting and post-event reporting.
• Maintain project files, planning documents, contact databases, and departmental resources.
• Assist with vendor onboarding, proposal collection, contract administration, and logistical coordination.
• Coordinate delivery schedules and vendor access requirements in partnership with internal stakeholders.
• Assist with obtaining permits, certificates of insurance, and other documentationrequiredfor event execution.
• Track invoices and ensure proper payment terms are met for vendors.

• Up to two years of experience in event planning, hospitality, or a related field, preferably within a luxury, cultural, hospitality, or arts environment.
• Positive, proactive, and service-oriented mindset with strong problem-solving abilities.
• Strong organizational and project management skills with exceptional attention to detail.
• Ability to manage multiple projects simultaneously while adapting to changing priorities and deadlines.
• Excellent written and verbal communication skills with the ability to work effectively across departments and with external partners.
• Comfortable working in a fast-paced environment…