Event Coordinator

Job Title: Events Coordinator

Location: Universal City, CA

Type: 6-Month Contract (W2)

Qualifications/Requirements:

• 3 years of related work experience in events management
• Proven track record executing large-scale corporate events and meetings on or under budget
• Ability to work in a fast-paced environment with shifting/competing priorities and stretch assignments
• Works independently and is self-directed with exceptional ability to execute on tasks and understand their contribution to the bigger picture
• Prior experience working with “C”-level 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
• Highest-level 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:

• Bachelor’s degree
• Project management experience
• Comfortable in a high-pressure, fast-paced 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

Role Summary:

Our premier Media & Entertainment client's Franchise Management team drives the global vision and strategic development and execution of our franchise strategy and marketing plans to cultivate brand growth and drive revenue throughout the franchise ecosystem. We are a team of makers, thinkers, leaders, and rebels whose passion is to ignite ideas every day, in a culture that celebrates creativity, fresh thinking, executional excellence, and each other.

The Coordinator, Events will assist in all UP&E global, regional, and executive events as needed across all UP&E business units.

The role is a cross-functional liaison across the business globally, with key internal partners in franchise strategy, franchise creative, category management, product design & development, retail development/marketing, studio lot, legal, and finance. The role also serves as the primary liaison between UP&E and third-party event management vendors. This is a contract role that reports to the Senior Manager of Events and Special Projects.

Essential Responsibilities:

• Supports deliverables for UP&E global, regional, and executive events from concept to final execution across all business segments, with event scale ranging from trade shows & exhibitions to intimate executive-level meetings
• Assists in sourcing of third-party production vendors (lighting, staging, crew, sound engineers, producers, teleprompters, choreographers, hair/makeup) 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 support on the day of production, ensuring a high-quality participant experience and staffing/managing the event appropriately. Examples of event staff include receptionists, ushers, photographers, security, etc.
• Manages legal documentation required for events, including vendor agreements, location agreements, NDAs, etc.
• Supports edits and monitoring of 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
• Partners to assist with budget tracking and purchase order management, ensuring all invoices are paid and tracked within the budget templates
• Keeps security of assets top of mind and guides team on usage and distribution
• Effectively communicates scope creep or delays in projects that could impact event quality, budget, or delivery timelines
• Oversees inventory for event supplies in storage unit
• Contributes to the advancement and actualization of Universal’s diversity, equity, and inclusion commitments
• Additional duties as needed to meet business needs