The Program Coordinator (Executive Briefing)is a highly visible, cross-functional role responsible for planning, coordinating, and executing executive engagements for our client's most strategic customers. This role serves as a critical partner to Executive Engagement Managers and the EBC Enablement team, owning key components of engagement execution and ensuring experiences are delivered with precision, consistency, and executive-level polish.

This is a hands-on program role for someone who thrives in fast-paced environments, exercises strong judgment, and takes ownership of outcomes. While the role includes on-site execution, it is fundamentally about orchestrating complex executive engagements, proactively managing details, and driving flawless delivery rather than providing administrative or reactive support.

** This is an onsite contract going through 12/31/26 with likelihood to extend - Must be able to work onsite in NYC **

Key Responsibilities –

Program & Executive Engagement Execution

• Partner with Executive Engagement Managers to plan and execute executive engagements, serving as a core contributor throughout the engagement lifecycle.
• Own assigned executive engagement logistics end to end, translating engagement objectives into clear execution plans.
• Participate in planning calls with internal engagement owners to align on scope, requirements, timelines, and success criteria.
• Coordinate multiple concurrent executive engagements, prioritizing work and making real-time decisions to ensure smooth execution.

Pre-Engagement Planning & Coordination

• Lead logistical planning for executive engagements, including catering, room reservations, accessibility accommodations, and on-site readiness.
• Manage speaker logistics by coordinating schedules, sending calendar invitations, and confirming participation.
• Prepare and publish engagement agendas using standard templates, ensuring accuracy and alignment with the final program flow.
• Support presentation readiness by coordinating slide assembly and ensuring materials are complete and available.
• Lead pre-engagement walkthroughs with account teams to ensure familiarity with space, flow, and in-room technology.
• Serve as a knowledgeable resource by providing approved recommendations for dining, hotels, and transportation when requested.

On-Site Executive Engagement Leadership

• Serve as a primary on-site lead during assigned executive engagements, ensuring all logistics, timing, and transitions are executed seamlessly.
• Welcome and guide customers through the executive engagement experience, reinforcing a polished and professional first impression.
• Oversee room setup and breakdown, including agendas, name tents, gifts, and other engagement materials.
• Act as the point of contact for catering and A/V needs, proactively addressing issues before they escalate.
• Partner with Executive Engagement Managers to resolve issues in real time and escalate appropriately when needed.

Continuous Improvement & Program Support

• Contribute to post-engagement follow-up and closeout activities as needed.
• Identify opportunities to improve processes, tools, and execution standards across the Executive Engagement Program.
• Maintain high standards of organization, accuracy, and attention to detail across all assigned work.
• Demonstrate ownership, accountability, and sound judgment in a dynamic, high-expectation environment.

Requirements

Qualifications –

• A minimum of 3 years of experience in event coordination.
• Prior experience in event coordination, customer service, or a related field.
• Prior experience working in an executive briefing center or scheduling events with executives strongly preferred.
• Experience working in a corporate environment is a plus.

Skills –

• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Clear, confident communicator with strong interpersonal skills.
• Ability to work independently, make decisions, and take ownership of assigned programs.
• Proficiency with Microsoft Office (Outlook, Teams, Word, Excel, PowerPoint).
• Comfort working with scheduling tools, calendars, and collaboration platforms.
• Experience working with executive briefing platforms/tools such as BriefingSource strongly preferred.
• Familiarity with SharePoint and collaboration/workflow management tools preferred.

Attributes –

• Executive presence and professionalism when engaging with senior leaders and external customers.
• Customer-obsessed mindset with a strong focus on quality and outcomes.
• Action-oriented with a sense of urgency and follow-through.
• Proactive self-starter who anticipates needs and addresses issues before they arise.
• Proven ability to multitask and triage competing priorities in a fast-paced environment.
• Flexible and adaptable based on engagement schedules and business needs.

Working Conditions –

• Full-time, on-site role based at the Executive Briefing Center at client office in NYC
• Executive engagements primarily occur Tuesday through Thursday, with occasional Monday or Friday engagements.
• Ability to lift up to 50 lbs.

[This job description provides an overview of the position's responsibilities and requirements but is not exhaustive. Duties may be adjusted or expanded as needed to meet the needs of the business.]

Compensation Range: $85,000 per year

** This pay range is Client-specific for the opening advertised. The identity of the Client will be disclosed if you are selected to move forward in the hiring process. **

Benefits:

• Employer contributions toward the cost of employee-only medical and dental premiums
• Vision - opt-in available
• 401k
• PTO
• Laptop
• Life Insurance, Disability Insurance, AD&D coverage
• Short-term Disability, Accident, Cancer/Critical Illness, Pet insurance - opt in available

** This is an onsite contract going through 12/31/26 with likelihood to extend - Must be able to work onsite in NYC **