Coordinator, Special Events, Creative Services Fox Broadcasting Company
Fox Broadcasting Company
Los Angeles, CAThis was removed by the employer on 9/23/2014 6:05:00 PM PST
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Full Time Job
Coordinator, Special Events, Creative Services (Fox Broadcasting Company – Los Angeles, CA)
Creative Services is seeking a Coordinator to provide administrative support to the members of the special events department,and provide production support in coordinating and managing meetings, events and projects. This coordinator position is under the direct supervision of the SVP of the Creative Services Group. This role is based in Los Angeles, CA.
Responsibilities
• Provides administrative support for SVP, Creative Services. This includes answering phones, managing calendars, arranging meetings, printing documents, ordering couriers/messengers, creating expense reports, updating the weekly status report, and proofreading contracts.
• Provides production support and coordination for events and projects. Conducts venue and vendor research. Coordinates site inspections. Writes copy and proofs signage. Purchases event specific supplies, such as stamps and wristbands, and tracks their inventory. Works closely with event lead, design department, and Fulfillment Company to identify delivery, signage and credential needs for each program. Obtains all necessary insurance certificates from vendors or Risk Management. Contacts and communicates with vendors to confirm products, services, timing and pricing to ensure that all programs run smoothly. Organizes all event files for the department. Manages assigned portions of each project, including but not limited to, ordering food and beverage, managing rooming lists, updating and distributing event documents, confirming and managing event staff, scheduling production meetings, guest and talent check in. Ensures that the collective team has all of the tools needed to effectively conduct the program, meeting or event.
• Responsible for reconciling, coding and submitting invoices for events, supplies and department shipping/messengering accounts. Assures that all invoices are tracked and paid via the Workflow system. Follows up with Finance Administrator when vendors have not received payment. Ensures that invoices match internal records, making note of any items that may need to be disputed. Contacts hotels and vendors to discuss removal or modification of charges. Creates cover sheets for hotel bills displaying all invoiced items along with the proper charge code. Creates deposit due date document for large programs. Enters finalized numbers into budget recaps to ensure that budgets are actively managed and recap documents are accurate and current. Work with Finance Administrator to track all charges on event credit card.
• Assists on site with events. Duties and tasks as assigned, but may include: checking in all signage and print deliveries, managing PAs, coordinating gift distribution, managing hospitality desk/suite, receiving deliveries, directing vendors, advancing functions, distributing credentials, managing walkie-talkies, assisting with guest transportation.
• Coordinates, manages and executes smaller events(50 people or less) under supervision of Special Events senior staff as needed.
Qualifications:
• Bachelor's degree is required
• A minimum of 2-3 years special events experience is necessary
• Good written and oral communication skills are essential, including a demonstrated ability to work effectively with diverse groups of people
• Must have strong budgeting experience
• Knowledge of Microsoft Office applications,including Word, Excel, PowerPoint and Outlook is required
• Excellent organizational, multi-tasking and project management skills are required. Must be able to prioritize multiple projects simultaneously and continue to manage daily administrative duties
• The ability to travel to events and work overtime,including nights and weekends is necessary
• Must be a team player and self-starter
• Available for frequent overtime (and occasionaltravel)
• Manual labor required, must be able to lift 50 lbs
Fox Broadcasting Company (FOX), a unit of 21st Century Fox, is home to some of the highest-rated and most acclaimed series on television, including AMERICAN IDOL, THE FOLLOWING, NEW GIRL, GLEE, BROOKLYN NINE-NINE, THE SIMPSONSand SLEEPY HOLLOW. The network ranked No. 1 in the key adult demographic foreight of the past 10 seasons and continues to dominate all network competitionin the more targeted Adults 18-34 and Teen demographics. FOX airs 15 hours of primetime programming a week as well as late-night entertainment programming,major sports and Sunday morning news.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.