Coordinator, Events, Awards & Talent Relations

The Coordinator will be required to understand priorities and effectively coordinate work activities with teammates throughout the Publicity & Events team and cross-functionally throughout the company. Core duties include managing administrative systems and procedures, such as maintaining department documents, processing invoices, ensuring trackers and calendars are updated in a timely manner, and providing a range of support functions for department staff.

Responsibilities
•    Coordinates the development and distribution of materials designed for use within the department as well as cross-functionally.
•    Assists in curating invite lists, following up and tracking responses, and sending confirmation details.
•    Researches and procures talent gifts and premiums for events. 
•    Submit department requests and update job entry details in project management systems. 
•    Creates and maintains timely updates to department calendars, submission grids and other various trackers and files.
•    Provides on-site support for all events and screenings as needed.
•    Organizes and tracks hotel room blocks.
•    Assists in tracking competitive industry events.
•    Codes invoices and tracks expenditures for budget management including budget accruals.
•    Gathers and enters submission information and materials for festivals and awards from internal and external teams.
•    Maintains the department’s mailing list, including contacts for talent, agency representatives and vendors.
•    Develops processes that simplify, automate, and add reliability to all departmental procedures.
•    Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested; may include individual team members.
•    Manages expense reports for supervisors as needed.
•    Screens incoming calls and correspondence and responds independently.
•    Composes and prepares correspondence, reports, mailers and other documents and materials.
•    Responsible for ordering and keeping current inventory of all office supplies.
•    Support in other department administrative functions as needed.

Qualifications & Skills
•    Bachelor’s degree in communications, marketing, event management or similar field
•    1-2 years of experience in event production, talent relations and/or awards at a media company or similar (entertainment industry experience preferred).
•    Excellent organizational and written/oral communication skills.
•    The ability to juggle multiple projects simultaneously, perform under pressure and pay close attention to detail.
•    The ability to manage work across two or more different supervisors.
•    Strong MS Word, Excel and PowerPoint skills.
•    Knowledge of the digital media space (including social media)
•    A passion for entertainment and popular culture