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Watches of Switzerland Group PLC · 11 hours ago

Event Coordinator (1188)

Sunrise, FL

Full-time

Hybrid

Entry, Mid Level

2+ years exp

Watches of Switzerland Group PLC is a luxury retailer specializing in timepieces and jewelry. They are seeking an Events Coordinator to support the planning and execution of client-facing events, focusing on administrative tasks, event logistics, and enhancing the VIP client experience.

JewelryRetailWholesale

Responsibilities

Support the end-to-end planning and execution of luxury events, including product launches, VIP experiences, private client dinners, retail activations, pop-ups, exhibitions, and digital or hybrid events

Assist in developing event timelines, run‑of‑show documents, guest flow plans, seating charts, client bios, and post-event recaps

Source new vendors and maintain up-to-date vendor lists

Coordinate logistics, including venue details, catering, entertainment, rentals, transportation, gifting, staffing, and on-site setup/breakdown

Ensure all event elements align with brand guidelines, client expectations, and luxury service standards

Maintain detailed event documentation, including templates, timelines, run-of-show documents, internal briefing materials, image libraries, and post-event recaps and summaries to support scalability and efficiency

Coordinate meeting scheduling, agendas, and minutes, and the internal approvals process across marketing, retail operations, finance, buying and merchandising, and leadership teams

Support in tracking event budgets and expenses, maintaining accurate records for reconciliation and reporting

Prepare expense summaries, invoices, and internal documentation

Liaise with internal teams to ensure alignment, approvals, and timely delivery of event assets, ensuring accurate information flow and timely follow-ups

Coordinate vendor onboarding, invoices, and invoice payment tracking

Prepare internal communications, calendars, presentations, and status updates related to the events program

Support communication with brand partners and vendors by managing schedules, confirmations, documentation, and deliverables

Manage RSVP tracking, guest lists, seating plans, and check-in processes using digital event platforms

Anticipate and resolve logistical issues in real time to ensure a seamless guest experience and support business functions

Provide polished, white‑glove on‑site support for VIP guests, brand partners, and senior leadership

Support post-event reporting, including attendance, engagement, qualitative feedback, and operational insights

Identify opportunities to streamline workflows, improve documentation accuracy, and enhance cross-functional collaboration

Compile and share key learnings and best practices across the events and marketing teams

Qualification

Event PlanningBudget ManagementVendor CoordinationMicrosoft Office SuiteProcess ManagementEvent Tools ProficiencyClient Service MindsetCommunication SkillsOrganizational SkillsAttention to Detail

Required

2–4 years of experience in an events, marketing, or administrative coordination role within luxury retail, watches, jewelry, fashion, or hospitality

Strong organizational skills with meticulous attention to detail and follow-through

Demonstrated ability to manage documentation, approvals, budgets, and multiple concurrent projects

Proficiency in Microsoft Office Suite and event tools such as Splash or similar RSVP platforms; familiarity with Adobe, Canva, or presentation tools is a plus

Experience working with budgets, vendors, timelines, and multi-event calendars

Polished written and verbal communication skills suitable for executive, VIP, and cross-functional interaction

Hands-on experience supporting in-person events; exposure to digital or hybrid events is a plus

Ability to adapt in fast-paced, high-expectation environments and manage multiple priorities

Willingness to travel up to 20% and work evenings or weekends as required by event schedules