Coordinator, Special Events

About the role

This position supports and assists Event Managers and the Executive Director of Operations on event prep, execution, and post-administrative activities for both internal and external events. The candidate must be extremely organized and able to manage logistics of multiple events and details simultaneously.

Responsibilities

• Serve as a team player with a high level of dedication
• Answer calls for Event Managers as needed or requested
• Maintain working relationships with all vendors, especially from the preferred list
• Understand and anticipate the complex needs of different events and diverse clients/markets
• Assist with planning all event aspects, such as checking availability and securing venues, obtaining quotes from florists, entertainment brokers, rental furniture, games/activities, etc.
• Assist with requests for set-up and rental orders as needed
• Administer Pull Sheets
• Ensure labor is assigned to the appropriate project numbers
• Maintain Master Calendar and Event Manager Calendar
• Liaise with accounting, finance, studio services, and other departments as necessary
• Manage guest lists and generate Gate Passes for site tours and day-of events
• Demonstrate strong knowledge of venues and vendor offerings to promote with clients during site tours
• Stay attentive to budget constraints while planning event specifications
• Assist with events on the day of, including problem-solving, welcoming guests, directing event set-up, communicating with staff, organizing vendors, and assisting with strike
• Possess strong communication skills and the ability to present event ideas and plans to clients and vendors
• Handle S.O.’s, P.O.’s, COI’s, and Vendor Lot Agreements
• Follow up on vendor payments
• Handle additional responsibilities as assigned, including after-hour and weekend events

Requirements

• 2+ years’ experience in an administrative role
• Bachelor’s degree (preferred)
• Previous experience handling basic accounting and purchase orders
• Basic event coordination training
• Special events background in coordinating, including vendor relations
• Strong computer proficiency: Word, Outlook, Excel, PowerPoint, accounting programs, and customer management programs
• Detail-oriented with strong multi-tasking abilities
• Good written and verbal communication skills to interact with company personnel and outside parties

Eligibility requirements: Interested candidates must submit a resume/CV online to be considered. Must be willing to submit to a background investigation. Must have unrestricted work authorization to work in the United States.

Pay

Hiring salary range: $52,000.00 - $60,000.00. The hiring salary range for this position applies to New York City, California, Colorado, Washington state, and most other geographies. Starting pay for the successful applicant depends on a variety of job-related factors, including but not limited to geographic location, market demands, experience, training, and education.

Benefits

• Medical, dental, and vision coverage
• 401(k) plan
• Life insurance coverage
• Disability benefits
• Tuition assistance program
• PTO or, if applicable, benefits as dictated by the appropriate Collective Bargaining Agreement
• Generous paid time off
• Opportunities for both on-site and virtual engagement events
• Unique opportunities to make meaningful connections and build a vibrant community, both inside and outside the workplace