Our Company:
Transition Management Corporation (TMC) provides industry-leading engineering staffing, integrated facilities, and project management services at many of the finest hotels and companies across the US. Since its inception in 2004, TMC has provided these services at landmark locations including Point72 Asset Management, The Baccarat Hotel and Residencies, The Aman New York, 1 Hotels, and Auberge Resorts.
Position Overview:
The purpose of this role is to serve as the senior onsite events lead for the New York office campus, providing high-touch, end-to-end event planning and execution support with a primary focus on investment professional, Senior Management, Portfolio Manager, and client-facing event needs. This individual will partner closely with Facilities Management, Catering, Hospitality, AV/IT, Security, Engineering, and external vendors to deliver seamless, polished events while driving consistency, operational excellence, and continuous improvement across the events function.
Key Responsibilities:
- Serve as the senior point of contact and trusted advisor for employees, affiliate organizations, Senior Management teams, Portfolio Manager teams, administrative partners, and event hosts for all on-site events across the New York office campus.
- Independently own the full event lifecycle, including initial request intake, scope definition, planning, stakeholder alignment, vendor coordination, day-of leadership, breakdown, reconciliation, and post-event follow-up.
- Consult with event hosts to define objectives, recommend event formats, identify risks, develop timelines, and execute events ranging from small executive meetings and lunch & learns to large-scale conferences, receptions, client-facing programs, and after-hours events.
- Own and proactively manage the New York events calendar, providing visibility into upcoming events, event volume, space utilization, staffing requirements, service impacts, and potential scheduling conflicts.
- Develop and manage event communications, including confirmations, reminders, attendee instructions, executive briefings, run-of-show documents, and coordination with administrative teams or event hosts.
- Partner closely with remote and off-site assistants to anticipate needs, manage shifting priorities, and deliver a consistent, high-touch experience for Senior Management and Portfolio Manager teams.
- Lead coordination with building management and internal departments to ensure all operational requirements are addressed, including Catering, HVAC, loading dock access, freight, security, guest access, labor, fire/life safety, and after-hours building support.
- Direct cross-functional event execution with Catering, Hospitality, AV/IT, Security, Engineering, Facilities, Janitorial, and external vendors, ensuring teams are aligned on timelines, service expectations, escalation paths, and day-of responsibilities.
- Oversee event logistics including room layouts, floor plans, signage, registration flow, name badges, printed materials, décor, vendor arrivals, guest experience, and contingency planning.
- Lead pre-event walkthroughs, readiness meetings, and post-event debriefs to identify risks, confirm ownership, document lessons learned, and implement service improvements.
- Provide onsite leadership during events, serving as the primary escalation point and ensuring execution meets the firm's standards for quality, discretion, professionalism, and hospitality.
- Ensure events comply with firm policies, building procedures, security protocols, fire/life safety requirements, guest access guidelines, and applicable operational standards.
- Track event costs, review vendor estimates, submit purchase requests and invoices, support budget awareness, and identify opportunities for cost efficiency without compromising service quality.
- Maintain event supplies, equipment, and inventory, and proactively identify opportunities for replenishment, standardization, or service improvement.
- Create, maintain, and continuously improve event playbooks, run-of-show templates, planning checklists, vendor guides, communications templates, and standard operating procedures to promote consistency and scalability across the New York office campus.
- Develop event reporting and operational insights, including event volume, attendee counts, recurring issues, service trends, feedback themes, and recommendations for improvement.
- Capture event metrics and feedback to support reporting, service-level improvements, staffing plans, and future event planning.
- Build trusted relationships with senior stakeholders, administrative partners, internal service teams, building contacts, and vendors, exercising discretion and sound judgment in high-profile and time-sensitive situations.
- Manage multiple concurrent events and requests, balancing competing priorities while maintaining a high level of responsiveness, accuracy, and professionalism.
- Identify opportunities to improve the event intake process, planning workflows, vendor coordination, reporting, and overall client experience.
- Provide early morning, evening, and occasional after-hours support as required, with the judgment and flexibility to manage high-priority or high-visibility events outside standard business hours.
- Perform special projects related to investment professional support, events, hospitality, and facilities operations as needed.
Qualifications:
- Bachelor's degree required
- 6+ years of related corporate events, hospitality, facilities, conference services, or executive support experience, preferably in a fast-paced, high-touch professional services or financial services environment.
- Demonstrated experience independently managing complex events from request intake through planning, execution, day-of leadership, breakdown, reconciliation, and post-event follow-up.
- Strong executive presence and ability to interact professionally with Senior Management, investment professionals, Portfolio Manager teams, administrative partners, vendors, building contacts, and all levels of the organization.
- Proven ability to anticipate needs, manage ambiguity, exercise sound judgment, and resolve time-sensitive issues in real time.
- Strong vendor management, logistics planning, communication, and cross-functional coordination skills.
- Ability to manage multiple concurrent events and competing priorities while maintaining exceptional attention to detail, discretion, and follow-through.
- Experience creating event timelines, run-of-show documents, floor plans, checklists, communications, reporting, and standard operating procedures.
- Strong organizational, communication, interpersonal, and relationship management skills.
- Ability to be resourceful, proactive, and solutions-oriented when planning and executing events.
- Extremely professional demeanor, positive attitude, and ability to remain calm under pressure.
- Ability to work independently, take ownership of decisions, and operate effectively in a fast-paced, high-service environment.
- Proficient knowledge of Microsoft Outlook, Excel, and Word; as well as AI tools.
***Transition Management is an equal opportunity employer. Qualified candidates are considered for employment without regard to race, religion, gender, gender identity, sexual orientation, national origin, age, military or veteran status, disability, or any other characteristic protected by applicable law.***