Events Coordinator
Events Coordinator
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1 Vacancy
Job Description
Job Title: Events Coordinator
Location: Universal City CA
Type: 6Month Contract (W2)
Qualifications/Requirements:
- 3 years of related work experience in events management
- Proven track record executing largescale corporate events and meetings on or under budget
- Ability to work in a fastpaced environment with shifting/competing priorities and stretch assignments
- Works independently and is selfdirected with exceptional ability to execute on tasks and understand their contribution to the bigger picture
- Prior experience working with Clevel executives
- Strategic critical thinker and creative problem solver
- Ability to collaborate take initiative follow through and work through ambiguous situations
- Effective communication including speaking writing and active listening as well as a professional presentation
- Highestlevel project management skills including attention to detail time management prioritization and multitasking abilities
- Strong MAC skills and highly proficient in Keynote PowerPoint Teams OneDrive/SharePoint Outlook Excel and Word
- Knowledge of Acrobat Photoshop Illustrator and Workfront preferred
- Stays current with understanding of business/organizational priorities and evolving events industry trends
Eligibility Requirements:
- Must have unrestricted work authorization to work in the United States
- Must be willing to work in Universal City CA
Desired Characteristics:
- Bachelors degree
- Project management experience
- Comfortable in a highpressure fastpaced environment
- Comfortable dealing with people at all levels and easily collaborates
- Enthusiastic and energetic when interacting with others
- A passion and interest in consumer products film/content franchise/marketing strategy and studio process
Role Summary:
Our premier Media & Entertainment clients Franchise Management team drives the global vision and strategic development and execution of our franchise strategy and marketing plans to cultivate brand growth and drive revenue throughout the franchise ecosystem. We are a team of makers thinkers leaders and rebels whose passion is to ignite ideas every day in a culture that celebrates creativity fresh thinking executional excellence and each other.
The Coordinator Events will assist in all UP&E global regional and executive events as needed across all UP&E business units.
The role is a crossfunctional liaison across the business globally with key internal partners in franchise strategy franchise creative category management product design & development retail development/marketing studio lot legal and finance. The role also serves as the primary liaison between UP&E and thirdparty event management vendors. This is a contract role that reports to the Senior Manager of Events and Special Projects.
Essential Responsibilities:
- Supports deliverables for UP&E global regional and executive events from concept to final execution across all business segments with event scale ranging from trade shows & exhibitions to intimate executivelevel meetings
- Assists in sourcing of thirdparty production vendors (lighting staging crew sound engineers producers teleprompters choreographers hair/makeup) as well as event logistics including but not limited to: locations hotel blocks catering entertainment giveaways transportation schedules invites attendee management and communication to ensure the event is successfully executed
- Serves as event support on the day of production ensuring a highquality participant experience and staffing/managing the event appropriately. Examples of event staff include receptionists ushers photographers security etc.
- Manages legal documentation required for events including vendor agreements location agreements NDAs etc.
- Supports edits and monitoring of the run of show for all events as well as production timelines for all assigned events; proactively and continuously manages updates to project trackers project management tools or other ad hoc reports
- Partners to assist with budget tracking and purchase order management ensuring all invoices are paid and tracked within the budget templates
- Keeps security of assets top of mind and guides team on usage and distribution
- Effectively communicates scope creep or delays in projects that could impact event quality budget or delivery timelines
- Oversees inventory for event supplies in storage unit
- Contributes to the advancement and actualization of Universals diversity equity and inclusion commitments
- Additional duties as needed to meet business needs
Notes from Hiring Manager
- This role is Hybrid (TUETHU onsite).
- This role requires flexibility as work hours and days onsite may change depending on events.
- The hiring manager is looking for a qualified candidate with event planning experience who also understands that no task or job is too small.
- Exceptional customer service skills and an understanding of white glove service are essential.
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Can you tell me more about your team
- 2 team members Head of Creative and Hiring Manager
- Tracking inventory
- Data entry/timeline
- Structure
- Produce incredible events
-
Can you tell me about this position and the daytoday activities
- Project manager Excel tracking notes and meetings getting materials budgeting RSVPs
- Okay with being an assistant and coordinator roles
- Events
- Team player
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Of the items listed on the job description can you tell me the top 3 skills for the role
- Provocative/seeing ahead/patterns
- Willing to be able to be okay with all tasks
- Customer service experience
- Innovation/creative
- Navigating problems/problemsolving
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What stands out to you on a resume
- Not having qualified experience in event planning
-
Are there some basic screening questions you would like me to have the suppliers ask candidates which would help tell if someone is a right fit
- How do they navigate workload under pressure from work
-
Can you tell me what your interview process would look like
- Two rounds of interviews:
- First round: Virtual interview
- Final round: Onsite interview
- Two rounds of interviews:
Events,Coordination Skills,Special Events Coordination,logistics,Corporate Events
Employment Type
Full Time
