Events Coordinator

Qualifications:

• 5 years of related work experience in events management
• Proven track record executing largescale corporate events and meetings on or under budget
• Ability to work in a fastpaced environment with shifting/competing priorities and stretch assignments
• Works independently and is selfdirected with exceptional ability to execute on tasks and understand their contribution to the bigger picture
• Prior experience working with Clevel executives
• Strategic critical thinker and creative problem solver
• Ability to collaborate take initiative follow through and work through ambiguous situations
• Effective communication including speaking writing and active listening as well as a professional presentation
• Highestlevel project management skills including attention to detail time management prioritization and multitasking abilities
• Strong MAC skills and highly proficient in Keynote PowerPoint Teams OneDrive/SharePoint Outlook Excel and Word
• Knowledge of Acrobat Photoshop Illustrator and Workfront preferred
• Stays current with understanding of business/organizational priorities and evolving events industry trends

Eligibility Requirements

• Must have unrestricted work authorization to work in the United States
• Must be willing to work in Universal City CA

Desired Characteristics:

• Bachelors degree
• Project management experience
• Comfortable in a highpressure fastpaced environment
• Comfortable dealing with people at all levels and easily collaborates
• Enthusiastic and energetic when interacting with others
• A passion and interest in consumer products film/content franchise/marketing strategy and studio process

Essential Responsibilities:

• Manages UP&E global regional and executive events from concept to final execution across all business segments with events scale ranging from trade shows & exhibitions to intimate executive level meetings
• Leads sourcing of thirdparty production vendors (lighting staging crew sound engineers producers teleprompters choreographers hair/markup) as well as event logistics including but not limited to: locations hotel blocks catering entertainment giveaways transportation schedules invites attendee management and communication to ensure the event is successfully executed
• Serves as event lead day of production ensuring high quality participant experience and staffing/managing the event appropriately. Examples of event staff include receptionists ushers photographers security etc.
• Manages all legal documentation required of events including vendor agreements location agreements NDAs etc.
• Develops and manages the run of show for all events as well as production timelines for all assigned events; proactively and continuously manages updates to project trackers project management tools or other ad hoc reports
• Manages and delivers events on or under budget. Negotiates favorable terms with vendors.
• Partners with Finance to manage respective assigned events budget including budget planning quarterly forecasting and pacing along with PO creation and invoicing
• Provides insight and meaningful consultation for events not directly managed by special projects team
• Keeps security of assets top of mind and guides team on usage and distribution
• Leads review meetings per timelines for assigned events. Provides agenda points and keeps meetings on track and on time. Recaps meetings and next steps for key stakeholder alignment
• Effectively communicates scope creep or delays in projects that could impact event quality budget or delivery timelines
• Maintains an accurate definition of scope and timing for deliverables based on business priorities & event experience expectations
• Manages approvals waterfall for all events including executivelevel approval moments
• Builds relationships across the organization and with outside agencies to drive efficiency productivity and executional goals
• Oversees inventory for event supplies in storage unit
• Contributes to the advancement and actualization of Universals diversity equity and inclusion commitments
• Additional duties as needed to meet business needs

NOTES FROM HIRING MANAGER

Can you tell me more about your team

• HM Chief of staff unique role with multiple hats Bridge between multiple business segments
• Separate workspace twoperson team
• Apart of the talent halls and working on them
• Great team and works hard Likes to have fun
• Manager understand and promotes work life balance

Organization & Business Segment:

• Franchise Strategy & Marketing Exec / UPE Special Projects

Can you tell me about this position and the daytoday activities

• Event and tradeshow management: updating excel files and attendees
• Assisting with different tasks and other duties within the office
• 4month assignment: tradeshow season upon us
• Help manage projects track notes and actions
• Administrative duties: running errands to/from the lot
• Ordering and distributing products/materials
• Great opportunity for someone who wants to come in this industry

Of the items listed on the job description can you tell me the top 3 skills for the role

• Projects/Events experience (position feels more project management)
• Work in fastpaced environment and comfortable in high pressure environments (will start a little slower)
• Problem solver and efficiently performs tasks double checking for accuracy

What stands out to you on a resume

• Events experience is a big ask
• Project management work experience understanding how to prioritize and solve problems
• Having industry experience in film or parks or studios is preferred (will understand business better)
• Administrative assistant could potentially work have been offered an opportunity to leverage both sides not just scheduling but managing events and offsite events managing tasks and completing things in a timely manner o Has a good backing of experience behind them