Events Coordinator

Job Overview:

The Events Coordinator supports the planning and execution of events and special projects across all Orient Express Italian assets. Acting as a central point of coordination, this role ensures timelines, processes, and project progress are effectively managed across multiple stakeholders.

Key Responsibilities:

• Support the Strategic Marketing team in the planning and delivery of events from concept through execution.
• Coordinate the sampling, production, and distribution of event collateral and gifting materials.
• Assist in the briefing, production, and distribution of event invitations and guest lists in line with Management guidelines.
• Collaborate with the graphic designer on the creation of day-to-day assets for events and special projects.
• Coordinate internally the production of third-party shoots and related event initiatives.
• Work cross-functionally with Hotel Events teams to support corporate events and brand activations, with special focus on key trading moments (i.e. Holidays, etc.)
• Manage any special events or activations linked to charter bookings for La Dolce Vita Orient Express, partnering with Guest Relations to align with client preferences.
• Coordinate the operational teams for all events hosted at La Dolce Vita lounge of Rome Ostiense.
• Support Strategic Marketing initiatives involving influencers and High-Net-Worth Individual engagement.
• Map and maintain the annual HNWI calendar to identify opportunities for visibility across all Orient Express Italian assets.
• Represent Orient Express Italy in communications with suppliers and external partners related to events and special projects.
• Proactively research and benchmark luxury hospitality events and client engagement programs to inform best practices.
• Support the creation of internal documentation, including action plans, reports, and KPI tracking, for sharing with key stakeholders.

Qualifications:

• 2–4 years of experience in event marketing, brand activation, or communications, preferably within luxury hospitality, travel, or lifestyle sectors.
• Bachelor’s degree in Marketing, Communications, Event Management, Hospitality Management, or a related field.
• Proven experience supporting and coordinating corporate events and brand activations from concept through execution.
• Strong organizational skills with the ability to manage multiple projects simultaneously, ensuring attention to detail and adherence to deadlines.
• Excellent written and verbal communication skills; experience liaising with suppliers, agencies, and external stakeholders.
• Ability to collaborate effectively with graphic designers and creative teams to develop event assets and materials.
• Fluency in English is required; additional languages are a plus.
• Proficiency in Microsoft Office (particularly PowerPoint and Excel); familiarity with CRM and project management tools is an advantage.