Events Coordinator - Associate

iCapital is powering the world’s alternative investment marketplace. Our financial technology platform has transformed how advisors, wealth management firms, asset managers, and banks evaluate and recommend bespoke public and private market strategies for their high-net-worth clients. iCapital services approximately $152 billion in global client assets invested in 1,223 funds, as of January 2023.

iCapital has been named to the Forbes Fintech 50 for five consecutive years (2018 – 2022); a back-to-back selection by Forbes to its list of Best Startup Employers; and a two-time winner of MMI/Barron’s Solutions Provider award (See link below).

iCapital is looking to hire an Event Coordinator to join the Marketing Events team. The ideal candidate will provide administrative support for the Events team, to successfully execute proprietary client events and conference sponsorships.

• Execute the firm’s third-party sponsorship strategy:
  • Keep events calendar accurate and updated on an ongoing basis.
  • Provide timely updates to stakeholders.
• Create and maintain individual and holistic event budgets. Prepare, reconcile, and process expenses and invoices pre- and post-event.
• Conference sponsorship supply management. Coordinate vendor, supply, and business requirements.
• Handle shipment of event supplies and materials for various events.
• Maintain accurate inventory of office supplies and act as the Event’s team office manager.
• Manage the calendar and schedule meetings for vendors and speakers as needed.
• Assist the event lead with planning and logistics for Conference sponsorships, proprietary due diligence meetings, and internal events:
  • Vendor negotiation and contract management support
  • Budgeting: ensure accuracy and process invoices in a timely manner
  • Website development: CVENT knowledge or ability to learn necessary
  • Attendee Management: Maintain an organized attendee list
  • Hotel management: Organize hotel room list and provide updates accordingly
  • Travel: Stay up to date with client travel requirements and process when applicable
  • Ground Transport: Keep up to date with client requirements
  • Marketing Collateral: Design and printing of materials
  • Vendor Management: Help maintain relationships
  • Overall logistics: Set-up, menu and F&B management, décor, audio visual
  • Shipment: Coordinate shipments of materials
  • Onsite event execution: Set-up, registration management, presentation support, microphone running, ground transport organization, provide clear and timely direction onsite to clients and stakeholders

• 3-5 years’ experience in event planning preferably at a financial institution
• Undergraduate degree
• Experience with CVENT or similar tools a plus
• Experience managing and maintaining budget and invoices
• Excellent attention to detail
• Strong organization and time management skills; able to remain flexible and prioritize effectively; capacity to manage multiple priorities meeting deadlines and responding to changing deliverables
• Excellent verbal and written communication skills; able to deliver messages clearly and timely
• Effectively collaborate cross-functional projects with multiple internal teams and external vendors
• Successful team player but also possesses the ability to work independently with limited supervision
• Flexible to work long hours when necessary
• Travel required; weekend and holiday travel may be necessary at times
• Must be willing to work in the Greenwich office 3 days a week and NYC office 1 day a week or more if prepping for an event

The base salary range for this role is $80,000 to $100,000.  iCapital offers a compensation package which includes salary, equity for all full-time employees, and an annual performance bonus. Employees also receive a comprehensive benefits package that includes an employer matched retirement plan, generously subsidized healthcare with 100% employer paid dental, vision, telemedicine, and virtual mental health counseling, parental leave, and unlimited paid time off (PTO).

We believe the best ideas and innovation happen when we are together and prioritize office-first four days a week. Most employees have the option to work remotely one day a week while some positions will be designated in-office jobs, based on their function.

For additional information on iCapital, please visit https://www.icapitalnetwork.com/about-us  Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc | Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/

 iCapital is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.