Awards & Event Coordinator
Art Directors GuildStudio City, CA
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How do I hire an Awards & Event Coordinator? Art Directors Guild, IATSE Local 800
Must have a demonstrated interest in the visual arts including the history of film and television and be an active moviegoer with an interest in television and film genres and content. Excellent writing skills required.
The Awards & Events Coordinator responsibilities include providing administrative support to ensure efficient operation of the Awards & Events department. Supports the Director through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material. Familiar with a variety of event planning concepts, practices, and procedures.
Ability to effectively communicate via phone and email, ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals, and a certain degree of creativity and latitude is expected.
RESPONSIBILITIES AND DUTIES
Support the Director of Awards & Events in daily duties as they relate to events and archives. Answer telephones, take messages, organize, and schedule meetings, including ordering food for such meetings. Carry out administrative duties such as filing, typing, copying, binding, scanning, etc. Maintain contact lists, produce correspondence, memos, letters, faxes, and forms. Strong understanding of office administrative procedures, including maintaining lists, creating name tags, and mail merging documents. Assist with regularly scheduled reports. Maintain file systems. Provide general support to visitors. Intake, processing, preparation and review for accuracy television and feature film award submissions. Upload various files into computer systems ensuring they are named and saved properly. Ability to create, edit and proof various documents required for the department.
Preparation and attend monthly Awards meetings, which include creating and updating documents, maintaining lists. Coordinate travel for honorees, including air, hotel, and ground transportation. Coordinate car service for events. Work with talent producer and escorts at the show to handle presenter's arrival and orientation. Assist with the Oscar Panel guest list and check. And other such duties as assigned by department directors or executive management.
Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
Excellent written and verbal communication skills. Strong organizational and planning skills. Attention to detail. Frequently communicates with members, staff, and others regarding Guild business. Understanding of office administrative procedures. Experience making travel arraignments and event planning. Demonstrated excellent writing skills, an in-depth understanding of the motion picture industry. Must be able to create copy tailored to a specific audience. Must have a passion for television and film, including an understanding of the motion picture industry and culture.
Must be able to remain in a stationary position for 75% of the time. Occasionally move about and inside the office to access file cabinets and office machinery. Must be able to lift up to 25 pounds. Continuously operate a computer and other office productivity machinery, such as calculator, copy machine, and computer printer. Must be able to exchange accurate information in all situations.
Ability to work in teams and provide member services during typical office hours, with occasional weekend and evening work. Must be available to work ADG events, which may take place during non-traditional office hours.
PREFERRED EDUCATION & EXPERIENCE
Must have a GED or high school diploma. A bachelor's degree is preferred. Experience in the motion picture and television industry and demonstrated experience writing copy and/or scriptwriting. Must have experience creating and presenting reports that document data. Must have intermediate experience with MS Office, including Word, Excel, and Outlook. Outlook skills must include creating data merges for mass emails. Must have demonstrated intermediate Excel skills including the use of pivot tables, data filters, data sorting, and creating charts. Ability to create a workbook of multiple spreadsheets that link data. Must have familiarity with Adobe products. Exposure to Constant Contact and other web-based tools. Excellent customer service, professional attitude, and appearance are a must.
Salary range: $52,000 to $62,000 annually. Health, dental benefits, vision, 401k and pension
The Art Directors Guild is an equal opportunity employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics.