Event Coordinator
2 weeks ago
The Opportunity:
The Coordinator position is an administrative role within Mattel's Global Corporate Events and Philanthropy team. The Coordinator will support and help accelerate the activities and goals of the department at an exciting time in the evolution of Mattel, as the team builds a center of excellence surrounding our purpose with global events.
This role is a unique opportunity to gain hands-on experience across Corporate Event Planning, Trade Shows, and Corporate Philanthropy in a fast-paced, goals-oriented environment, all while being mentored and developed. The role will support the event objectives of the wider team with a focus on meeting planning and provide administrative support specifically to the Director, Global Corporate Events. The role will particularly suit a candidate with a degree in Public Relations, Hospitality, Communications or English, who also has a baseline of administrative experience assisting senior-level executives.
What Your Impact Will Be:
• Manage busy schedules and calendars; multiple meetings with direct reports, colleagues and external partners in various time zones
• Professionally respond to external partners via phone and email
• Schedule weekly direct report meetings and other recurring meetings
• Process purchase orders and invoices for agency expenses and assist with budget details
• Complete and submit expense reports for executives
• Communicate with the executives on a daily basis, prioritizing messages and requests that come across the desk
• Personal tasks including getting lunch when calendar schedule requires
• Managing a busy schedule for VP, juggling time zones and senior-level stakeholder relationships and needs
• Scheduling and managing recurring team meetings
• Arranging travel including air, hotel, ground transportation for VP; submitting and managing VP expenses
• Prioritizing executive's schedule based on knowledge of needs & priorities
• Interact / Collaborate with C-suite executive assistants and teams
• Provide backup coverage as needed when the department coordinator is out of office
Qualifications
What We're Looking For:
• Bachelor's degree required
• 2+ years administrative experience supporting leaders at the executive level
• Ability to juggle multiple tasks and projects and tight deadlines
• Ability to handle changing schedules quickly and efficiently
• Curious; calm under pressure and rigorous attention to detail
• Avid team player
• Knowledge of Mattel's administrative policies, processes and tools preferred
• Ability to flex work schedule based on business need
• Some travel required, two-three times per year
• Advanced computer skills in MS Office Outlook, Word, Excel and Power Point, Canva
• Excellent interpersonal skills, which will enable him/her to interact with a range of personalities and styles to establish effective relationships at all levels of the organization
• Be strongly self-motivated, decisive and able to work in a fast-paced environment
• Be proactive and capable of working as a member of a team, as well as independently
• The desire and commitment to take on increasingly greater levels of responsibility
• Trusted and loyal; able to handle confidential and sensitive information
• Cultural sensitivity towards employees and visitors; respect to all partners internally and externally
• Familiarity with social media and business writing preferred
• Demonstrated a growth mindset by staying curious and continuously learning, embracing challenges, and improving themselves
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