1. Event Planning Coordinator – Luxury Events

Job Title: Business Assistant to Luxury Event Planner

Location: Scarsdale, NY (Hybrid: 1 Day In-Person, 4 Days Remote)
Salary: $50,000 per year
Schedule: Full-Time (40 hours/week, Monday-Friday, 9 AM - 5 PM, with occasional evening or weekend availability based on client needs)

About the Role:

A prestigious luxury event planning firm based in Lower Westchester, NY, is seeking a highly organized, detail-oriented, and professional Business Assistant to support the daily operations of a high-end event planning business. This role is ideal for an organized, proactive, confident, and creative individual who thrives in a fast-paced environment and has a passion for delivering exceptional service to luxury clientele.

This position offers an exciting opportunity for career growth within the company, with the potential for increased responsibilities and even an equity or partnership role for the right candidate.

The ideal candidate will have a passion for hospitality and a flair for organizing memorable events. This role involves managing various aspects of event planning, from initial concept through execution, ensuring that every detail aligns with the client's vision and expectations.

Key Responsibilities:

· Administrative Support: Handle emails, contracts, and other business-related administrative tasks with utmost discretion and professionalism, meeting coordination, calendar & scheduling management.

· Creative Input: Assist in brainstorming event concepts, themes, and design ideas.

• Collaborate with clients to understand their event needs and objectives.
• Plan and coordinate all aspects of events, including venue selection, catering, and logistics.

· Technology & Software:

• Proficiency in Google Docs, Google Calendar, and Excel is required.
• Basic Adobe Photoshop skills are a plus but not required.

· Confidentiality & Discretion: Must be comfortable signing NDAs and maintaining strict confidentiality when handling high-profile clients and business information.

• Communicate effectively with vendors, including hotels and restaurants, to secure services and negotiate contracts.
• Manage budgets, ensuring that all expenses are tracked and reported accurately.
• Oversee event setup, execution, and breakdown to ensure a seamless experience for guests.
• Develop timelines and checklists to ensure all tasks are completed on schedule.
• Provide exceptional customer service throughout the planning process and during events.

Experience & Skills Required:

· Bachelor’s degree required (Business, Communications, Hospitality, or a related field preferred but specific field not required).

· 1-3 years of experience in an administrative, client-facing, or event planning role or a different role or experience that has similar and transferrable skills.

· Strong organizational and time management skills to handle multiple projects simultaneously.

· Problem-solving skills – events often come with last-minute changes, and the event business is always moving. Must be able to think quickly and adapt.

· Ability to work under pressure – luxury events and high-end clients can be demanding. Must remain professional, calm, and solution-oriented in high-pressure situations.

· Strong interpersonal skills to build relationships with vendors, clients, and team members.

· Must be comfortable making phone calls and communicating confidently.

· Must be flexible with scheduling based on client needs.

· Ability to travel 2-3 times per year for business-related events.

Work Schedule:

· This role operates Monday-Friday, 9 AM - 5 PM, with occasional evening or weekend availability required based on client meetings and event schedules.

Company Culture & Personality Fit:

We are a boutique luxury event planning company known for our impeccable attention to detail, creative approach, and high-touch client experience. Our team is passionate about curating elegant and unforgettable events for our elite clientele. We seek an assistant who shares our commitment to excellence, thrives in a fast-paced and dynamic environment, and enjoys being part of a highly creative and detail-oriented team.

Why Join Us?

· Opportunity to work on high-profile luxury events with elite clients and top vendors.

· Hybrid work schedule (1 day in-person, 4 days remote).

· Exciting potential for career growth, including an equity or partnership role in the company.

· A dynamic, elegant, and creative work environment.

Job Type: Full-time

Pay: $48,000.00 - $52,000.00 per year

Benefits:

• Employee discount
• Flexible schedule
• Parental leave

Schedule:

• 8 hour shift
• Evenings as needed
• Monday to Friday
• Weekends as needed

Work Location: Hybrid remote in Scarsdale, NY 10583

Salary : $48,000 - $52,000