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13 Apr 2021

Full-Time Production Coordinator – Events

kathryn.shin New York, New York, United States

Job Description

The Production Coordinator will consistently deliver exceptional service to our clients through excellent project management and support. This position is an integral part of our Event Operations team and will be responsible for supporting our Project Managers and Producers with delivering exceptional events services to our clients.

RESPONSIBILITIES :

  • Responsible for supporting the planning and execution of multiple virtual, hybrid and in-person events globally
  • Works with Project Lead to plan projects, establish priorities and deliver elements to the client in timely manner
  • Prioritize, manage and deliver responsibilities as assigned by Project Lead which may include, but are not limited to:
    • Sourcing venues/studios, vendors and management of suppliers for all aspects of events
    • Creation and maintenance of project documentation including project plan, operations plan & timeline
    • Assisting with budgeting and reconciliation of project expenses
    • Coordinating with team members
    • Reviewing project related orders and schedules for accuracy, and collating together
    • Coordinating internal and external virtual, hybrid and in-person meetings
    • Assisting in working with other departments to develop projects elements
    • Track, collate materials and manage shipping event-related and gifting materials
  • Cultivate and maintain relationships with colleagues, clients and suppliers
  • Presenter management & support  for presenters joining from remote locations via virtual event platforms for pre-records, rehearsals and live show
  • Work with the team to ensure adherence to client and agency standards
  • Be proactive with ideas and creative solutions
  • Provide support for other team members as required, including ‘onsite’ support
  • Keep up to date on the industry through websites and periodicals

QUALIFICATIONS:

  • 1 – 3 years’ of experience in entry level project management, broadcast management, event execution or stage management
  • Bachelor’s Degree or similar experience required
  • Experience delivering virtual events including webinars, webcasts and virtual conferences
  • Proficient with Microsoft Office applications such as PowerPoint and Excel
  • Prior experience working with virtual events platforms and tools and platforms (such as Intrado, SpotMe, Zoom, GlobalMeet, Riverside.FM, vMix, etc.)
  • Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors and suppliers
  • Strong oral and written communication skills
  • Creative problem solver, resourceful, and a team player
  • Calm and flexible approach to handling the pressure of ever-changing requests
  • Highly organized with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail
  • Ambitious and proactive
  • Flexible and willing to work outside normal business hours (evenings, weekends) and travel when able and required
  • Demonstrated ability to collaborate with colleagues at all levels
  • Familiarity with Salesforce and project collaboration to ols (e.g. Slack , MS Office Suite, Dropbox, Google Suite ) a plus

ADMINISTRATION & GENERAL:

  • Work intelligently and ensure that team management is aware of problems or issues which negatively affect productivity
  • Accurate adherence to company’s time tracking policies and systems
  • Work on ad hoc requests as required

How to Apply

Please apply on our site: https://phh.tbe.taleo.net/phh03/ats/careers/requisition.jsp?org=FIRSTPROT&cws=43&rid=1434

Job Types: Full-Time.

Job expires in 59 days.

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