Special Projects and Events Coordinator

This is a Full Time Job

The Coordinator, Special Projects and Events provides hands-on coordination, operational support, and administrative assistance to the Special Projects & Events team, reporting directly to the VP, Special Projects and Events. This role located in Los Angeles, CA supports the planning, execution, and reconciliation of a wide range of internal and external events, special initiatives, and executive and talent-facing engagements, while partnering closely with internal stakeholders and external vendors. The Coordinator must be highly organized, proactive, and detail-oriented, with the ability to manage multiple projects simultaneously. The Coordinator must remain calm under pressure, and operate with the highest level of professionalism, integrity, and discretion while serving as a professional ambassador for the department and Paramount.

Responsibilities include, but not limited to:
• Provide project coordination, administrative, and hands-on operational support to the VP, Special Projects & Events and the broader team as business needs require.
• Proactively manage the VP's calendar by coordinating internal/external meetings across time zones and anticipating conflicts, deadlines, and shifting priorities.
• Coordinate complex domestic and international travel (air/hotel/ground/itineraries/visas as needed) and serve as the point of contact for real-time changes and urgent adjustments for the VP.
• Prepare, submit, and reconcile expense reports; track receipts and support vendor/financial/compliance workflows by processing PO's, invoices and card transactions in a timely manner.
• Support end-to-end event planning and special project coordination by building timelines, maintaining checklists, managing budgets, and tracking action items across stakeholders and vendors.
• Coordinate logistics for internal meetings, off-sites, screenings, premieres, and external-facing events, partnering with creative, marketing, security, facilities, and executive stakeholders
• Manage venue and production logistics (not limited to: venue research/holds, walk-throughs, load-in/load-out schedules, parking/access needs, venue signage and displays, and food & beverage coordination).
• Secure and manage staffing, including outreach, communication, and gate pass access for events.
• Own event documentation and communications, including agendas, event schedule grids, run-of-show/briefing materials, contact lists, and post-event recaps.
• Manage invitations, guest lists, seating, credentials, and onsite check-in support.
• Work with internal departments and external vendors to create credentials, tickets, party passes, and any other printed material needs.
• Support onsite event execution as assigned while maintaining a calm, solutions-oriented presence.
• Create and submit all contract request forms to Sourcing, Finance and Legal departments and work with departments and vendors to ensure that all contracts are fully executed prior to event.
• Collaborate with Risk Management department to ensure that vendor COIs are up to date and in accordance with Paramount Pictures company policy.

Basic Qualifications
• Bachelor's Degree
• Minimum 2 years of related event coordination experience
• Proficient with Microsoft Office, and internet-based software; experience with collaboration tools and expense/purchasing systems (e.g., SAP Ariba/Concur) preferred

Additional Qualifications
• Impressive written, verbal, and interpersonal communication skills. Able to work well with internal teams, external partners, talent, and senior leaders. Can manage confidential information with care.
• Demonstrated problem-solving skills, sound judgment, and meticulous attention to detail
• Knowledge of the event planning processes, vendor coordination, budgeting, and contract workflows (including COIs) preferred
• Ability to work flexible hours, including early mornings, evenings, and occasional weekends, and to provide onsite event support as required, including possible travel
• Proficiency in engaging across social media platforms

ADDITIONAL INFORMATION

What We Offer:
• Attractive compensation and comprehensive benefits packages.
• Generous paid time off.
• An exciting and fulfilling opportunity to be part of one of Paramount's most dynamic teams.
• Opportunities for both on-site and virtual engagement events.
• Unique opportunities to make meaningful connections and build a vibrant community, both inside and outside the workplace.
• Explore life at Paramount: https://www.paramount.com/careers/life-at-paramount