Event Coordinator at Ellenhorn LLC

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

06 Oct, 26

Salary

80000.0

Posted On

08 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Vendor Management, Logistics Coordination, Event Production, Budget Management, AV Coordination, Email Communication, Customer Service, Project Management, Stakeholder Collaboration, Venue Sourcing, Run Of Show Management, Post-Event Reporting

Industry

Mental Health Care

Description

Description About us The Silver Hill Collective is a federation of expert psychiatric treatment programs across Boston, New York, and Los Angeles. Member programs like Ellenhorn have spent twenty years treating the most difficult-to-engage psychiatric clients in the community, while Accord has pioneered metabolic approaches to mental health, and Silver Hill New York has built measurement into care in a way that actually shapes treatment. The Collective gives these programs shared infrastructure to grow, so clinicians can stay close to the work while being part of something bigger than any one program could sustain alone. Because the Collective operates as a federation and not a single clinical entity, its expertise becomes visible to the field largely through educational events. Intimate clinical retreats, multi-day training clinical training intensives, and monthly webinars that draw hundreds of practitioners. This role sits at the center of making those things happen. A bit about the role The Event Coordinator works closely with the Event Production Manager to execute the full production lifecycle of the Collective's event calendar. This is a hands-on execution role: you support the logistics that make events run, from first vendor call to final debrief. You will work across in-person conferences, clinical trainings, and virtual programs — learning the full range of what event production looks like at a growing, clinically sophisticated organization. This is a hybrid role based in New York that requires a regular in-office presence. Core Responsibilities Vendor & Logistics Coordination Research and shortlist venues based on event brief and budget parameters. Request, review, and manage venue proposals through to contract and booking. Coordinate catering: vendor research, menu selection, order placement, and day-of management. Book AV and manage technical requirements for in-person and hybrid events. Coordinate speaker and faculty travel as needed. Communications & Promotion Support Execute pre- and post-event email communications to registrants, including reminder sequences and follow-up campaigns. Send day-of logistics communications to speakers and internal staff. Manage sponsor logistics: collect materials, coordinate placement on registration pages and signage, and serve as point of contact for sponsor prep. Compile and distribute attendee lists to business development and outreach teams post-event. Handle registrant customer service inquiries throughout the event lifecycle. Day-of Execution Support space setup for in-person events. Build and manage the run of show in coordination with the Event Production Manager. Create and distribute sign-in sheets, QR codes, and materials packets. Manage slide handoffs and AV coordination on event day. Produce venue space diagrams and signage placement plans. Post-Event Administration Capture and distribute debrief notes following each event. Coordinate upload and publishing of recorded sessions to relevant platforms and program blogs. Support the Event Production Manager on post-event reporting and follow-up strategy. Cross-Functional Collaboration Partner with the Marketing Coordinator on CE accreditation logistics, registration page management, and attendee tracking. Collaborate with the Digital Marketing Manager on event promotion assets, registration pages, and post-event content. Participate in event kick-off calls and production check-ins across the team. Any and all other duties as assigned. Physical Demands and Work Environment: Physical Demands: While performing the duties of this job, the employee is often required to walk, sit, work at a desk, use hands to type, handle or feel objects, reach with hands and arms, bend, walk up and down stairs, talk, hear, and see. Employee must be able to occasionally lift/move up to 20 pounds, over short distances Work Environment: Some work is performed inside the office setting Requirements 1-3 years of experience in event coordination, production, or a closely related field. Strong organizational instincts and comfort managing multiple timelines simultaneously. Clear written communicator — you write logistics emails that people actually read. Experience working with vendors, venues, or external partners. Comfortable in a fast-moving environment where priorities shift and no two events are identical. Interest in behavioral health, clinical education, or the nonprofit/professional services space is a plus. Familiarity with project management tools (Monday.com or similar) and Google Workspace.

Responsibilities

The Event Coordinator manages the full production lifecycle of clinical events, including venue sourcing, vendor coordination, and day-of execution. They also handle registrant communications, sponsor logistics, and post-event administrative reporting.