Senior Event Coordinator (Experiential Events)

Responsibilities

• Support event producers on all projects, while also independently managing small-scale events with budgets up to $200,000.
• Able to manage multiple projects simultaneously.
• Liaise with Design, Scenic, and Production Management teams throughout the project.
• Cook with vendors and place orders for event décor, props, equipment, etc., while staying within budget parameters.
• Develop and manage budgets for small-scale events, as well as assigned portions of larger budgets.
• Absorb key project documents including decks, production timelines, run of shows, and contact lists.
• Work with Producers and Production Coordinator to ensure pull lists are complete for on-site production.
• Prepare necessary materials for production meetings and on-site production.
• Maintain strong vendor and partner relationships.
• Research event resources such as venues, vendors, etc.
• Work with a travel agent to book all hotel, airfare, and transportation for out-of-town projects.
• Attend internal and client project meetings.
• Work on multiple tasks and prioritize effectively, while managing multiple projects simultaneously.
• Absorb assistance with proposals and presentation decks as needed.
• Effectively communicate among internal teams & outside vendors.
• Conduct quarterly budget reviews with manager to ensure profitability, identify losses, and create plans to mitigate potential future losses if required.
• Contribute to shared company client, vendor, and venue databases.
• Serve as on-site support staff at events as needed.
• Special projects and additional job responsibilities as assigned.

Requirements

• 3+ years of industry experience in event planning, production, or project coordination.
• Ability to work effectively and efficiently in a team environment.
• Ability to work both independently and collaboratively within a team environment.
• Strong project management, organizational, and time management skills.
• Strong attention to detail.
• Flexible and adaptable to last-minute changes; able to perform well under pressure.
• Self-motivated, detail-oriented, and proactive.
• Strong verbal and written communication skills, including excellent proofreading abilities.
• Excellent interpersonal skills, both in person and over the phone, with a high level of professionalism.
• Proficient in Microsoft Office, Google Suite, and Mac systems.
• Must be able to travel as needed.
• Absorb ability to accomplish projects with little supervision.
• Willing and able to work weekends and holidays.