Event Coordinator

Under direction of the Director of Events, the Event Coordinator is responsible for supporting the planning and execution of Max Mara's event strategy and brand partnerships, as well as maximizing exposure for Max Mara and sister brands in the local and national marketplace, and effectively acting as a liaison between Max Mara's cross functional corporate departments, vendor community and all Max Mara's retail stores.

Who You Are:

• You have relevant event experience in fashion, luxury, PR, brand partnerships, entertainment, or retail industries
• You have experience coordinating events and working onsite at events
• You have strong administrative skills and able to multi-task
• You have good negotiation skills
• Exceptional level of attention to detail
• Ability to work in a fast-paced environment and work under tight deadlines and pressure
• Excellent organizational and analytical skills
• You are a self-motivated problem solver with strong communication skills (verbal and written)
• Proven ability to work independently
• You are proactive, flexible, resilient, collaborative

You Also Have:

• Minimum 2-3 years of event and/or brand partnership related (professional) experience
• Bachelor's Degree
• Experience in Microsoft Office, Google Suite and Adobe Creative Suite - experience with Salesforce, Photoshop and InDesign a plus

Responsibilities:

• Support the Director of Events with the planning, production and execution related to (small-scale) Image Events, Retail Events, Pop-ups, Internal Events and Client Experiences for Max Mara, Weekend Max Mara, Marina Rinaldi owned brands, licensees and concessions with direct oversight from Director of Events
• Support the event planning process including, but not limited to:
• Event Preparation & Coordination:
• Assist in planning, organization and preparation of events, ensuring all logistics are in place with stores, vendors, venues and partners/organizations involved
• Assist in the production of digital and print collateral for all events (invites, menus, bounce backs)
• Vendor Liaison
• Coordinate with vendors, supplies, partners to ensure all event details and logistics are planned and properly secured
• Onsite Assistance
• Provide day of event support, including setting up and breaking down event spaces, managing guest flow/check-in, ensuring event logistics and vendors are in place
• Occasional travel required
• Must be able to work flexible hours, evenings and weekends based on the event schedule
• Administrative Support
• Provide general departmental support and assist with day-to-day departmental needs
• Always keep all calendars and reporting documents up to date
• Manage the event deployment and RSVP process
• Partner with CRM and store teams to select target audiences, pull database lists and track the performance and ROI of all event related initiatives
• Communication
• Maintain clear communication with the events team, clients, partners, vendors and stakeholders to ensure all event details are accurate and deadlines are met
• Act as a point person on behalf of events team to all markets- stores & vendors regarding special event activities
• Liaise with cross-functional departments and have strong working relationships with, and knowledge of key internal partners to easily facilitate internal communications, tasks and desired outcomes
• Effectively communicate event initiatives to all retail store teams
• Inventory Management
• Oversee shipping and packaging of event supportive supplies, including gifts, raffle items, signage, etc.
• Shipping out event collateral
• Order, organize and maintain our event decor inventory on a weekly basis
• Problem-Solving
• Address any issues that arise before, during or after the event, ensuring quick and efficient resolutions.
• Pre- and Post-Event Activities
• Manage all critical event documents such as events calendar, event directives, post-event recaps, time & actions, RSVP lists, invoices, P&L's and cross departmental presentations

Benefits Include:

• All work travel is covered
• Clothing allowance provided
• Employee discount
• Benefits package for all eligible full-time employees, including mental, vision, dental

Max Mara is an Equal Opportunity Employer. M/F/D/V