Logistics Coordinator in Speakers Dept
CAA
New York, NYThis was removed by the employer on 9/26/2014 8:20:00 AM PST
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Full Time Job
The primary role of the Logistics Coordinator in the Speakers Department is to act as a liaison between the speaker and the host organization in order to ensure that the speaker's needs are met
Role Qualifications:
• Must coordinate all logistics (detailed travel & speaker needs) related to speaking engagements, including air, hotel, ground transportation, audio visual, and special requests for celebrity clients
• Logistic coordinator will act primarily as a middle man between the buyer and the speaker and follow up on all requests made by either side
• Create and organize detailed itineraries for speaker engagements based on contract data, research, and information communicated by the host organization and speaker agents
• Anticipate travel issues, develop contingency plans, and overcome last minute obstacles to ensure the satisfaction of speakers and clients- especially in the area of timelines and accommodations
• Must maintain / update the speakers' website weekly with new bios, pictures and clients
• Must be able to think creatively in order to develop mailers and advertisements for speakers
• It is essential that the logistics coordinator be proactive in all areas of their job and the department
Additional Responsibilities:
• Serve as liaison and coordinator for special requests by speakers or host organization, including book signings, autograph sessions, conference calls, etc.
• Update schedules / calendars of upcoming, pending and declined offers for speakers
• Update Buyer Database as needed
• Review, send, and ensure return of contracts as needed
• Oversee commission reports for speakers as needed
• Request and authorize wire payments for speakers as needed
• Must be able to perform all assistant duties including but not limited to: answering phones, scheduling meetings, writing contracts, formatting offer templates and creating booking reports
Essential Skills and Experience:
• College degree required
• Six months experience with logistics and/or meeting or event scheduling, experience in lecture or travel industry a plus.
• Customer service experience
• Proficiency in Microsoft Outlook and Word
• Experience that demonstrates the ability to multitask and constantly reprioritize
• Ability to deliver oral and written communications in a professional manner