Mayors Jewelers jobs - 37 jobs

The Events Coordinator supports the planning, coordination, and administration of client-facing events for luxury timepieces and jewelry with a retail focus in an office-based environment. Reporting to the Events Director and working closely with the Events Manager and cross-functional departments, this role is primarily administrative, with responsibilities for documentation, scheduling, approvals, budget support, and internal coordination. The position is ideal for a detail-oriented professional with experience in luxury retail or an adjacent industry who excels at process management, effective communication, and proactive follow-up. While on-site support is required for select events, the role is predominantly focused on event operations and VIP client experience support. Key Responsibilities Event Planning & Coordination * Support the end-to-end planning and execution of luxury events, including product launches, VIP experiences, private client dinners, retail activations, pop-ups, exhibitions, and digital or hybrid events. * Assist in developing event timelines, run‑of‑show documents, guest flow plans, seating charts, client bios, and post-event recaps. * Source new vendors and maintain up-to-date vendor lists. * Coordinate logistics, including venue details, catering, entertainment, rentals, transportation, gifting, staffing, and on-site setup/breakdown. * Ensure all event elements align with brand guidelines, client expectations, and luxury service standards. Administrative & Budget Support * Maintain detailed event documentation, including templates, timelines, run-of-show documents, internal briefing materials, image libraries, and post-event recaps and summaries to support scalability and efficiency. * Coordinate meeting scheduling, agendas, and minutes, and the internal approvals process across marketing, retail operations, finance, buying and merchandising, and leadership teams. * Support in tracking event budgets and expenses, maintaining accurate records for reconciliation and reporting. * Prepare expense summaries, invoices, and internal documentation. Stakeholder & Vendor Support * Liaise with internal teams to ensure alignment, approvals, and timely delivery of event assets, ensuring accurate information flow and timely follow-ups. * Coordinate vendor onboarding, invoices, and invoice payment tracking. * Prepare internal communications, calendars, presentations, and status updates related to the events program. * Support communication with brand partners and vendors by managing schedules, confirmations, documentation, and deliverables. Guest Experience & On-Site Execution * Manage RSVP tracking, guest lists, seating plans, and check-in processes using digital event platforms. * Anticipate and resolve logistical issues in real time to ensure a seamless guest experience and support business functions. * Provide polished, white‑glove on‑site support for VIP guests, brand partners, and senior leadership. Reporting & Continuous Improvement * Support post-event reporting, including attendance, engagement, qualitative feedback, and operational insights. * Identify opportunities to streamline workflows, improve documentation accuracy, and enhance cross-functional collaboration. * Compile and share key learnings and best practices across the events and marketing teams. Qualifications & Experience * 2-4 years of experience in an events, marketing, or administrative coordination role within luxury retail, watches, jewelry, fashion, or hospitality. * Strong organizational skills with meticulous attention to detail and follow-through. * Demonstrated ability to manage documentation, approvals, budgets, and multiple concurrent projects. * Proficiency in Microsoft Office Suite and event tools such as Splash or similar RSVP platforms; familiarity with Adobe, Canva, or presentation tools is a plus. * Experience working with budgets, vendors, timelines, and multi-event calendars. * Polished written and verbal communication skills suitable for executive, VIP, and cross-functional interaction. * Hands-on experience supporting in-person events; exposure to digital or hybrid events is a plus. * Ability to adapt in fast-paced, high-expectation environments and manage multiple priorities. * Willingness to travel up to 20% and work evenings or weekends as required by event schedules. Key Competencies * Administrative functions in a corporate office environment * Client‑first, luxury service mindset * Cross-functional collaboration * Adaptability and proactive problem-solving * Process-driven event coordination * Financial and documentation accuracy * Professional discretion and brand stewardship Documents * Event Coordinator_.pdf (97.33 KB) * Apply Now