Special Events Coordinator
Hermès · Manhattan, NY
- On site
- Full-time
- $75,000 / year
- Manhattan, NY
Job highlights
- Manage event logistics and budget for communications.
- Track invoices, inventory, and vendor relations.
- Plan and execute small-scale events.
- Oversee intern hiring and management.
- Requires strong organizational and detail skills.
About the role
About the Team:
The Communications department is responsible for strategic deployment of Press & Influencer Relations, Special Events and Advertising across all media channels to support the growth of awareness for Hermès in the US. Our mission is to share the rich story of Hermès, highlighting the value of creativity, commitment to quality and signature craftsmanship model.
The Opportunity:
As the Special Events Coordinator, you will play an integral role in supporting the team with all event activities with a specific focus on logistics and budget management. You will be responsible for managing and tracking all department invoices and updating the master events budget, tracking all event inventory and materials, producing small-scale animations, drafting post-event recaps, managing event collateral archives, compiling invitation mailing lists and sending RSVP updates. You will also manage the sourcing and placement of annual interns while serving as department liaison.
About the Role:
- Oversee and manage the master budget including processing, tracking and recording all event invoices, maintaining accurate and up-to-date records of all budget spending, providing monthly budget updates and liaising closely with the finance and accounting departments to ensure payments are processed in a timely manner.
- Acts as point person on behalf of Special Events team for new vendor creation, purchase orders and payments.
- Support all special event activity by coordinating and executing all delegated tasks from Special Events team members.
- Work closely with the HOP Warehouse to manage all logistical needs for the Special Events department.
- Organize, track and maintain records of all inventory items belonging to the Special Events department including past and present props, archives, and Hermès product (porcelain, crystal, rtw, silk, etc).
- Plan and execute all small-scale events (under 50 guests) with direct oversight from Special Event Manager.
- Act as point person for all event mailing lists and RSVP lists. Record and send RSVP updates as needed.
- Manage the Special Events Intern hiring process including recruitment, interviewing, hiring and onboarding. Oversee intern program and delegate necessary tasks to the Special Events interns and manage accordingly.
- Prepare post-event recaps and overview decks as needed.
- Update event calendars and schedule meetings as requested.
- Keep up to date records of all printed materials (invitations, programs, menus).
Supervisory Responsibility:
YES – supervises interns as well as event vendors
Budget Responsibility:
YES – Processes, tracks and records all submitted events invoices and maintains an accurate and up-to-date Master Events budget.
Decision Making Responsibility:
NO
About You:
- 1-2 years’ experience, including hands-on internship, in similar role and/or department
- Ability to manage budgets, and effectively track, monitor and manage expenditures against budget
- High level of attention to detail
- Excellent organizational skills
- Creative problem-solver with strong communications skills
- Self-motivator with eagerness to learn
- Proven ability to work independently
- Must possess a strong work ethic, and be an enthusiastic team player
- Ability to work in a fast-paced environment, and work under tight deadlines and pressure
- Must be willing to travel frequently and work nights/weekends
- Computer proficiency, including Microsoft Word, PowerPoint, and Excel
Salary and Benefits:
The salary range for this position is $65,000 to $75,000 annually. Actual rates are determined based on the job, location, and individual experience.
Hermès is proud to offer a variety of benefits to support the needs of our employees and their families, including:
- Commission and bonus incentives based on sales performance
- Medical, Dental, Vision
- Life Insurance and Disability
- Paid time off (annual vacation of 15 days, 11 company holidays, 3 floating holidays, 2 wellbeing days, and sick & safe time)
- Paid Parental leave and transition time
- 401(k) and Roth Retirement plan with company matching and profit sharing
- Various voluntary benefits such as flexible spending accounts, fitness reimbursement, voluntary life insurance
- Product discount and EAP resources
- Access to Calm App, Health Advocate, Family Building Support and more!
Key skills/competency:
- Event Logistics
- Budget Management
- Vendor Management
- Intern Supervision
- Inventory Management
- Communication Skills
- Organizational Skills
- Detail-Oriented
- Problem-Solving
- Microsoft Office Suite
Skills & topics
- Special Events Coordinator
- Event Planning
- Event Logistics
- Budget Management
- Vendor Management
- Intern Supervision
- Communications
- Hermès
- Luxury Events
- Project Coordination
How to get hired
- Tailor your resume: Highlight event coordination, budget management, and internship supervision experience relevant to the Special Events Coordinator role at Hermès.
- Craft a compelling cover letter: Express your passion for luxury events and demonstrate how your skills align with Hermès' values and the job requirements.
- Prepare for behavioral questions: Be ready to discuss your experience managing budgets, working under pressure, and collaborating with teams, using the STAR method.
- Research Hermès culture: Understand their commitment to quality, craftsmanship, and humanist values to showcase your cultural fit during interviews.
- Showcase attention to detail: Emphasize your meticulous organizational skills and ability to manage multiple tasks in a fast-paced luxury environment.
Technical preparation
Master Excel for budget tracking and reporting.,Practice PowerPoint for event recap presentations.,Familiarize yourself with event management software.,Understand PO and invoice processing procedures.
Behavioral questions
Describe a time you managed a tight budget.,How do you handle multiple competing deadlines?,Share an experience supervising interns or junior staff.,How do you ensure attention to detail in your work?
Frequently asked questions
- What are the key responsibilities of a Special Events Coordinator at Hermès?
- The Special Events Coordinator at Hermès is responsible for managing event logistics, overseeing the master event budget, tracking invoices and expenditures, managing event inventory, planning small-scale events, handling invitation and RSVP lists, and managing the hiring and supervision of interns. They also assist with post-event recaps and collateral archives.
- What experience is required for the Special Events Coordinator role at Hermès?
- Hermès seeks candidates with 1-2 years of experience, including internships, in a similar role or department. Key requirements include budget management, strong attention to detail, excellent organizational skills, and proficiency in Microsoft Office Suite (Word, PowerPoint, Excel).
- What is the salary range for a Special Events Coordinator at Hermès?
- The salary range for this Special Events Coordinator position at Hermès is $65,000 to $75,000 annually. The final salary will depend on factors such as the specific job, location, and the candidate's individual experience.
- Does the Special Events Coordinator role involve travel or working irregular hours?
- Yes, the Special Events Coordinator role requires willingness to travel frequently and work nights and weekends due to the nature of event planning and execution.
- What benefits does Hermès offer its employees, including a Special Events Coordinator?
- Hermès offers a comprehensive benefits package including commission and bonus incentives, medical, dental, and vision insurance, life and disability insurance, generous paid time off, paid parental leave, 401(k) with company match, product discounts, and access to wellness resources like the Calm App.
- What is Hermès' company culture like, and how can I align with it as a Special Events Coordinator applicant?
- Hermès emphasizes a strong artisan business model, humanist values, creativity, quality craftsmanship, and a commitment to sustainability and diversity. As an applicant, highlighting your attention to detail, work ethic, team spirit, and appreciation for luxury and heritage will align well with their culture.
- Does the Special Events Coordinator role have supervisory responsibilities?
- Yes, the Special Events Coordinator role includes supervisory responsibilities, specifically overseeing interns and event vendors. This involves recruitment, hiring, onboarding, delegation, and management of these individuals.
- How does Hermès handle reasonable accommodations for applicants with disabilities?
- Hermès of Paris, Inc. provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable laws. Applicants needing accommodations should contact them directly.