Events Manager

Events Manager
Contract: 6+ months, potential to convert to perm
Hourly: 32-36
Salary: 70-80k if converted
Hours: 35 hours per week
Job Location: New York, NY 10115
WFH situation: Hybrid, 3-4 days on site
Industry: Academia

Must Haves:
- Bachelor's degree or equivalent education and 2+ years of events experience
- Experience with or willingness to learn new software tools (e.g. Google Docs, Sheets, Slides); workflow tools (e.g Asana, Zapier); email platforms (e.g. Mailchimp), and event software (e.g. Eventbrite).
-Willingness to take a hands-on role in day-of event support, including load-in/load-out, setup, registration, and on-the-ground troubleshooting; comfortable pitching in wherever needed to ensure smooth execution
- Comfortable interfacing with senior faculty, administrators, and leadership across DSI, as well as external donors and industry partners; able to adapt communication style and tone to suit a range of professional audiences.

Nice to Haves:

• Experience supporting event logistics in a university, nonprofit, or mission-driven environment
• Interest in data science and AI, higher education, and public engagement through events

Position Summary

Events and Marketing Coordinator

World-leading institute in research and education in the theory and practice of the emerging field of data science. The mission involves advancing the state of the art in data science; transforming all fields, professions, and sectors through the application of data science, while ensuring the responsible use of data for the benefit of society.

Produces over 60 events and supports more than 20 additional partnership events. Events range from small, high-touch gatherings to large-scale conferences with more than 1,000 attendees. Event types include faculty seminars, industry and donor engagement events, academic workshops, technology demonstrations, and high-profile strategic programs.

Reporting to the Director of Events and Marketing, the Events and Marketing Coordinator will play a central role in managing the logistics and operations of busy events calendar. The Coordinator will take an end-to-end planning approach, overseeing the full lifecycle of events and liaising with faculty, leadership, facilities, catering, and AV/technical teams to deliver seamless, professional experiences. The role also supports event-related marketing activities, including digital outreach, event branding, and coordination of promotional efforts with internal and external partners.

Responsibilities

Event Planning and Logistics (75%)

? Support planning and execution of events from start to finish, using project management tools to track timelines, logistics, and task progress. Support the Events and Marketing Director in streamlining workflows and processes related to event planning and execution.

? Coordinate venue logistics, including booking spaces, arranging catering and custodial services, managing rentals and inventory, setting room layouts, and overseeing AV setup and staffing needs.

? Manage event registration via platforms such as Eventbrite, including building registration pages, monitoring RSVPs, preparing guest lists, and ensuring compliance with University access protocols.

? Work closely with the Events and Marketing Director, DSI leadership, and DSI faculty to clarify event goals and align on expectations for content, flow, and execution.

? Convene and participate in planning meetings to gather, synthesize, and share information that ensures coordinated logistical support--particularly with campus partners such as AV, Facilities, Building Services, and Public Safety, as well as external vendors.

? Intake and organize new event requests, support the onboarding of faculty- and partner-led events, and help maintain a clear pipeline of upcoming activities.

? Create and manage digital and print event collateral, including promotional flyers and graphics, presentation slide decks, onsite event signage, name badges, program documents, and event website listings. Maintain written and visual consistency with the broader DSI brand.

? Help ensure event plans align with budget parameters and resource expectations set by DSI leadership.

? Serve as an on-site logistics lead at assigned events, providing support for setup, check-in, vendor coordination, and live problem-solving. Act as a visible point of contact for speakers and guests.

? Manage post-event debriefs as needed, making note of changes to procedures.

? Organizes and documents event needs, planning timelines, and budgets; maintains clear, detailed records to support event execution, future duplication, and continuous improvement.

? Be an active member of a small events team and the broader DSI staff, helping to share tasks across team members and interns, and contributing to a positive, collaborative work environment.

Event Marketing (25%)

? Support formatting event marketing materials, including newsletters and graphics using tools like Mailchimp, Adobe, and Canva Pro.

? Clean and maintain event registration lists to ensure accurate attendee records in line with broader strategic goals.

? Help maintain visual and written consistency across DSI's public-facing event calendars, ensuring timely updates and accurate information.

? Support communication between DSI administration and event co-sponsors to track sponsorship deliverables and make sure marketing and branding commitments are met.

? Assist in organizing and archiving marketing assets for past events, helping build a reusable content library and support future promotional efforts.

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