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Event Coordinator

2 months ago

New York, New York, United States Empire Entertainment Full time
Job Description

**Event Manager**

Empire Entertainment is a dynamic, full-service event production company that conceptualizes, designs, and executes entertainment-driven projects for corporations, associations, not-for-profits, and private interests. Based in New York City and Tokyo, we produce over 100 projects annually including concerts, award shows, charity galas, premieres, and public-facing promotional events.

We are seeking an organized, resourceful, and energetic candidate to support one of Empire's largest finance accounts in the creation and management of events. The successful candidate will be able to complete large volumes of varied tasks, work diligently and with appropriate urgency, communicate efficiently and effectively with our client, Empire teams, vendors, and partners, creatively solve challenges that arise within the day-to-day work of event production, and lead on the end-to-end development and production of world-class events.

**Key Responsibilities:**

  • Work directly with internal event 'owners' and stakeholders to develop event plans and lead day-to-day multiple event and meeting projects, including all reporting and communications with stakeholders.
  • Develop and oversee event registration tools (e.g., Cvent) and manage all attendee invitations, communications, RSVPs, rooming lists, badging, etc.
  • Coordinate, plan, manage, and deliver in-person events, directly planning and overseeing event and creative project elements, including, but not limited to, venues, restaurants, internal and external speakers, registration, florals, guest services, gifting, décor, basic staging and technical production, meeting technologies (e.g., Cvent & Concise), branding, permitting, etc.
  • Research venues, create venue proposals, and develop top-level layouts and site plans.
  • Work with Creative and Technical teams to draft proposals, budgets, production schedules, run of shows, layouts, renderings, and other deliverable documents.
  • Coordinate, schedule, and lead project meetings and calls.
  • Create agendas, take and circulate notes and action steps for all project calls, as well as track all emails and other forms of communication.
  • Contract project-based vendors and freelancers, coordinate payments and invoicing.
  • Work onsite from load-in, event, and load-out, overseeing various components of events and/or vendors efficiently and with professionalism.
  • Be responsible for accurate and timely budget reconciliation of events utilizing the client's chosen systems.
  • Work to ensure adherence to client standards of operations and support them as needed.
  • Adhere to the firmwide event manual and protocols.
  • Weekly check-in calls/meetings with Senior Project Manager/Director of Events.
  • Maintain client, stakeholder, and department liaison and ensure SLAs (Service Level Agreements) are monitored and achieved throughout the event planning process.

**Requirements:**

  • Minimum 5 years of experience in the event and corporate meetings.
  • Extensive knowledge of the event production process and with standard event documents, such as production schedules, run of shows, layouts, budgets, etc.
  • Ability to deliver highest-level professionalism and client focus and to work with clients directly throughout the lifecycle of each project.
  • Proficient in vendor contracts (being able to work with talent contracts is a plus).
  • Excellent organization skills and the ability to follow up and complete tasks in a timely and responsible manner.
  • Positive can-do attitude with strong initiative, follow-through, and attention to detail.
  • Eager and able to work long hours onsite, manage teams and event components with composure and professionalism.
  • Familiarity with the finance industry is preferred.
  • Willingness to travel occasionally, mostly domestic but possibly international as well.
  • Creative problem-solver with an ability to work in a rapidly changing environment, both independently and with a team.
  • Excellent written, verbal, and interpersonal communication skills.
  • Proficient in Microsoft Office, including Word, Excel, and PowerPoint, as well as Google Drive, DropBox, Slack, Air Table, Cvent, Concise, etc.
  • Candidates to be based in either New York, NY, or Los Angeles, and requires you to work in the office with some flexibility.

**Empire Entertainment is an Equal Opportunity Employer**

**Salary Range:** $80,000-$150,000 (based on experience)