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Date Added: Tue 15/06/2021

Events Coordinator

New York, NY, US
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Job Type: Permanent, FullTime

Job Description

David Zwirner gallery seeks a dynamic Events Coordinator to join its Marketing department. The position is based in New York and reports into Associate Director, Marketing and Events. The ideal candidate will have three to five years related experience, with a finger on the pulse of restaurant, hospitality and entertainment industries. Excellent communication skills, the ability to develop and manage deadlines in a fast-paced environment, and the ability to work with multiple teams is required. This position will involve contact with artists, curators, collectors and vendors therefore discretion, professionalism, and superb client-facing skills are essential. 

Responsibilities include but are not limited to the following:

Private Client Events

  • Coordinate A-to-Z logistics for select events

  • Work with Marketing, Client Dev, and Sales teams to manage guest lists, client outreach (invites & RSVPs), seating charts, and additional client experience touch points

  • Serve as primary liaison to vendors: scout and secure venues for dinners and parties domestically and internationally, negotiate budgets, contracts, menu selection, venue staffing, and day-of logistics

  • Work with Marketing team on budgets, negotiating fees, PO approvals, and invoice processing

  • Partner with Marketing/Design team on event collateral (e.g. invitations) and manage freelancers as needed (e.g. calligraphy)

  • Ensure additional staffing support as needed on a case-by-case basis

  • Work with Gallery management to coordinate guest transportation from opening reception to events

  • Manage on-site logistics throughout duration of select private events

  • Assist London, Paris and Hong Kong teams as needed with budgeting, deadline coordination, approvals, menus, and other relevant coordination

Virtual, Public & Gallery-Related Events

  • Coordinate A-Z logistics for select events (includes press, third-party & David Zwirner Books events)

  • Work with Marketing, Client Dev, and Sales teams to build guest lists and manage client outreach

  • Liaise with internal and external partners

  • On-site management for physical events and webinar hosting for virtual events

  • Zoom event set-up & hosting: build registration pages, liaise with panelists and partnering organizations, schedule & host test runs and final live streams

  • Connect with Digital Marketing & Social Media teams on communication timelines for public virtual events

  • Work with Marketing & Client Dev teams in processing & recording data-capture from public virtual events

  • Internal: Manage biannual Gallery Staff event planning and logistics


  • Bachelors or Masters degree in related fields

  • 3+ years of experience planning arts-related private events

  • Past experience planning public events

  • Excellent written and verbal communications skills

  • Proficient in Microsoft Word, Excel and various digital tools

Position hours are Monday-Friday, 10am to 6pm. Candidate will need to work additional hours as needed for select events. Only qualified candidates will be contacted. Absolutely no calls or walk-ins please.

Please submit your resume, cover letter, and three (3) references.

David Zwirner is an Equal Opportunity Employer. The Gallery is firmly committed to equal employment opportunities in all facets of its operations. The Gallery makes decisions concerning hiring and terms and conditions of employment without regard to any characteristic protected by applicable law.

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