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Role Description

The Sr. Coordinator assists and reports directly to the Producer by sourcing, scheduling, and organizing for upcoming events. The Sr. Coordinator will be responsible for assisting event teams in all aspects of event management by serving as support staff on events of all sizes. Events assigned may include:

• Conferences
• Trade shows
• Dinners
• Corporate galas
• Incentive programs

This position will work directly on all events, coordinating specific pieces as assigned by the event lead. Event pieces may include:

• Handling transportation
• Meeting room bookings
• Food and beverage
• Talent management

This position will also lead small scale events with limited supervision. This is a client-facing role, and will have client contact primarily during meetings and through event leads.

Qualifications

• At least 3-5 years of experience managing events
• Understanding of event industry norms such as:
  • Venue contracting – the overall process, including concessions
  • Housing – room blocks, shoulder dates, cumulative blocks, and attrition
  • Catering – food and beverage minimums
• Budget and financial tracking experience
• Strong computer and technology skills, especially Excel, Outlook, and Word
• Ability to take initiative to learn and produce high quality work
• Onsite team management experience
• Ability to collaborate with others and work well on a team
• Display a positive attitude in all interactions with internal and external customers
• Flexibility and willingness to assist colleagues with projects and tasks outside of job requirements
• Bachelor’s degree is preferred

Requirements

• Managing specific event components including transportation, meeting room bookings, food and beverage, and talent management.
• Overseeing venue contracting processes, including managing concessions.
• Managing event housing logistics, including room blocks, shoulder dates, cumulative blocks, and attrition.
• Handling catering logistics and managing food and beverage minimums.
• Actively participate in creative event ideation and continue look and feel of creative deck shared by creative/art directors.
• Oversee and manage PAs, BAs, and Registration Staff. Delegate their responsibilities, assign their locations.
• Source props/décor per creative’s directions and track costs, also manages the internal sourcing decks.
• Draft and edit debriefs from weekly/monthly client calls.
• Update documentation for Producer as needed, including timelines, PA grids, production schedule, graphics grid, décor/prop purchase grid, contact sheet, deliverables grid, etc.
• Undertake venue searches and serve as liaison between team and venue.
• Research possible event vendors, such as caterers, artists, DJs, florists, designers, etc. as requested, and provide a comprehensive summary in deck format.
• Book travel and accommodations for event staff.
• Responsible for sharing a clear inventory of all purchased items being sent to MAS storage, and updating existing MAS inventory with any new items added post event. Track packages and manage purchase returns and credit card/store credits.
• Assist Producer/Exec. Producer with budget tracking/management and fiscally reconciling projects.
• Collect and process invoices post-production.
• Responsible for all post event trafficking to client or storage.
• Traveling up to 30% of the time (domestically or internationally, requiring a passport) to execute on-site event management.

Benefits

• Full time position
• Opportunities for growth and development
• Health & Dental Insurance (choice of plans)
• 100% Employer paid short-term disability and life insurance
• Opportunity to elect additional life insurance and LTD insurance at employee expense
• Paid parental leave
• Opportunity to contribute pre-tax dollars to flexible spending accounts
• 401(K) with employer match
• Flexibility in work schedules
• Generous time off