Coordinator, Special Events
ViacomCBS
Hollywood, CAThis was removed by the employer on 6/19/2019 1:55:00 PM PST
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Full Time Job
The Sales Coordinator is responsible for partnering with the Director of Operations as well as Event Managers on event prep, execution, and post-administrative activities for both internal and external events. The ideal candidate will be extremely organized and able to manage logistics of multiple events and details simultaneously.
• Handle incoming calls for the Director and Event Managers
• Understand and anticipate the complex needs of different events and diverse clients/markets
• Maintain a working relationship with all vendors, especially from the preferred vendor list
• Help plan all aspects of assigned events including: checking availability & securing venue, obtaining quotes from florists, entertainment brokers, rental furniture, games/activities, etc.
• Execute requests for setup and rental orders as needed
• Ensure labor is assigned to the appropriate project numbers
• Maintain Master Calendar and Event Manager Calendar
• Assist in event oversight on the day of, including problem-solving, welcoming guests and managing guest lists, directing event set-up, communicating with staff, organizing vendors and managing strike
• Develop knowledge of venues and vendor offerings to promote during client site tours, and promote sales opportunities and future event ideas during client meetings and events
• Handle purchase orders, follow up on vendor payments and deposit schedules, and mail out contracts
Basic Qualifications
• 2 years of administrative experience in a fast-paced office environment, ideally with some exposure to special events and/or client relations
• Proficiency in Microsoft Office
• Demonstrated experience juggling competing priorities while staying attentive to details
• Bachelor’s degree OR equivalent experience
Additional Qualifications
• Previous experience handling basic accounting, purchase orders is ideal
• Special Events background in coordinating, including vendor relations is strongly desired