Events Assistant

This is a Full Time Job

UTA seeks an Events Assistant to join the company's Global Corporate Communications department. The ideal candidate will bring previous events experience and should also demonstrate a strong passion for the entertainment business and artists, high-level attention to detail, a commitment to excellence, and the ability to navigate shifting situations and last-minute changes. Required skills include excellent organizational capabilities and the ability to manage multiple projects at once and thrive in a project-heavy, fast-paced environment.

What You Will Do
• Administrative duties include answering phones, heavy meeting and schedule coordination, heavy email correspondence, travel coordination and managing and tracking any and all expenses and invoices associated with events and the department made on the purchasing and T&E card
• Assist and collaborate with the Vice President of Events and events team to maintain and track all event logistics including but not limited to: facilities, staffing, catering, valet, and outside vendor management
• Assist in high volume execution of onsite, offsite and virtual events including but not limited to: scheduling and participating in event planning meetings, drafting content for and coordinating approval of event invitations, sending invitations to internal and external parties, drafting talking points/introductions, tracking RSVPs, gathering information for and drafting run of shows, compiling guest lists and talent face sheets, and checking in guests
• Serve as a representative and point of contact at events on-site, off-site and virtually
• Must exhibit strong interpersonal and problem-solving skills and exude a positive attitude and demeanor especially when interfacing with internal and external guests which will include agency partners, high-profile clients, managers, publicists and other executives
• Maintain the master events list and screening room calendar and actively communicate with the appropriate teams to constantly provide real time updates in relation to events and other bookings. Compile weekly events calendar communications to distribute to appropriate teams
• Create, update, and maintain external party lists for tentpole events within the entertainment industry
• Track overall budget on all onsite and offsite events
• Develop and maintain positive relationships with all internal departments and key stakeholders
• Assist with special projects, research new venues and vendors and compile vendor information as needed
• Ability to adjust to working various longer hours over a consistent period to cover screenings, receptions and other on-campus events and tentpole events

What You Will Need
• Bachelor's degree strongly preferred
• 1 years' experience in event planning/management (particularly in a creative/entertainment industry)
• Strong Project Management skills
• Proficiency in MS Office (Word, Excel, Outlook, Access, PowerPoint, InDesign, Photoshop, Keynote)
• General business knowledge and interest in the media and entertainment business
• Ability to be self-sufficient and make appropriate judgment calls on catering, décor, and general event needs

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UTA and its Affiliated Companies are Equal Employment Opportunity employers and welcome all job seekers.

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