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Event Production Coordinator

2 months ago

Royal Oak, Michigan, United States Sparks Full time

Position Overview:

The Event Production Coordinator plays a vital role within the Sparks team. This individual collaborates closely with the entire event team and is tasked with managing the details and responsibilities associated with planning and executing corporate events for both business-to-business and client-focused audiences, varying in size and complexity.

Key Responsibilities:

  • Assist in the execution of events, ensuring all elements run smoothly.
  • Organize and maintain event documentation and support post-event evaluations.
  • Update and manage event schedules on the company calendars.
  • Provide assistance in the planning and execution of client-focused events.
  • Coordinate and distribute all necessary internal communications.
  • Develop and oversee event timelines and checklists to ensure all tasks are completed.
  • Create and manage comprehensive event binders.
  • Verify all deliverables with stakeholders prior to the event.
  • Foster positive relationships with both internal and external clients.
  • Aid in the design and production of event materials such as name tags, programs, flyers, seating arrangements, invitations, guest lists, and other related items.
  • Research potential vendors and venue options for hosting events.
  • Assist in coordinating various event components, including catering orders, supply purchases, travel arrangements, and invoice processing.
  • Prepare and ship materials for on-site use.
  • Organize and dispatch event kits to the event location.
  • Manage inventory of event kits.
  • Contribute to the overall success of events by performing additional duties as required.
  • Travel to and oversee specific events as needed (up to 20%).
  • Other responsibilities as assigned.

Qualifications:

  • Bachelor's degree preferred, though not mandatory.
  • 1-2 years of experience in event production preferred, but not essential.
  • Ability to multitask and prioritize assignments in a fast-paced environment.
  • Proficient in Excel and other relevant software.
  • Experience collaborating with various cross-functional teams.
  • Strong verbal and written communication skills.
  • Capable of managing multiple responsibilities and projects independently.
  • Excellent organizational skills and attention to detail.
  • Willingness to work extended hours, including nights and weekends as necessary.
  • Ability to lift items weighing up to 50 lbs.
  • Proficient in Google Drive and Microsoft Office Suite.
  • Positive attitude, strong teamwork skills, and a keen eye for detail.
  • Exceptional interpersonal communication abilities.