Coordinator Special Events

This is a Full Time Job

The Coordinator Special Events will support our Special Events team, with a focus on orchestrating the NY and Chicago venue events handled by the department including televised events, film premiers, upfronts, fundraisers, graduations etc. This position will also be responsible for performing clerical & administrative support for the department, including invoicing for all events, tracking event payments and contract status, organization of files and archives, and managing the departments shared drive.

What will you do?
• Help execute on special events functions to ensure overall client satisfaction and retention including site visits, production requirements, catering, staffing & ticketing requirements.
• Independently manage the department’s Event Status Report which details contract and finance deliverables.
• Monitor and respond to all inquiries sent to special event e-mail account for all venues to generate leads.
• External outreach & relationship management with clients/producers/promoters
• Partners with MSGE Legal & Finance departments to navigate all stages of contractual process (preparation, administration, execution).
• Work with related departments on all aspects of event production (calendar holds, deal letters, budgets, and contracts, booking memos, confirmation memorandums, invoice payments to vendors, MSGE Marketing staff, Legal, Facilities personnel, Ticketing, Finance and other departments)
• Facilitate communications between MSGE and Event Clients/Promoters, including production-related needs and issues, and ancillary/sponsor needs. Support post-production wrap-up and coordination, correspondence, etc.
• Independently gathers, compiles and analyzes information from multiple sources; prepares a variety of detailed memos, reports, or itineraries. Composes routine and non-routine correspondence, memoranda, reports, etc., which are generally confidential in nature.
• Maintenance of the BOCS (Booking Outlook Calendar System) and Salesforce venue calendars, ensuring the accuracy and timeliness of the information contained within.
• Prepare any necessary information for meetings. Process documents of a moderately complex and confidential nature such as event venue costs, show confirmations, ticketing instructions, etc. Prepare and proofread correspondence and other materials. Use various PC software, e.g. Microsoft Office, to produce high quality reports, presentations or other documents.
• Assists department in special projects as requested, including being available during events as needed.

What do you need to succeed?
• Candidates must have a bachelor’s degree. Entertainment industry experience preferred.
• Broad knowledge of company organization, policies and practices.
• Excellent knowledge, with proven experience, of Microsoft Office applications.
• Strong oral and written communication skills with ability to interact with all levels of management.
• Proven logical skills, well organized and detail oriented.
• Ability to work in a fast-paced environment.
• Ability to maintain highest degree of confidentiality and diplomacy.

Special Requirements?
• Must be flexible to work overtime on short notice.
• Must be able to work flexible schedule including nights, weekends and holidays as needed.

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Pay Range

$45,000 — $65,000 USD