Job Posting for Coordinator, Corporate Events at Sesame Workshop
Sesame Workshop is looking for a Coordinator, Corporate Events. The Coordinator's responsibilities include assisting in the planning and execution of multiple in-person/virtual events and conferences for The Workshop and its partners. Events include, but are not limited to, Muppet and executive appearances, conferences, advisory meetings, activities for the board of directors, and partner events.
Additionally, this individual will aid the Events department with overall planning and coordinating, in addition to supporting any administrative duties as needed. The Corporate Events department is continually organizing walkaround appearances while also planning for new initiatives and event requests.
Responsibilities will include:
Create production schedules, executive agendas, and budgets for events
Provide project coordination for the team by effectively delegating and assigning tasks, creating timelines, and helping team members to prioritize workloads
Work with procurement, finance, and legal teams to align internally and cross-functional processes for all corporate events
Invitation and Registration Strategy: collaborate with internal staff to develop invite and registration, generate invitee lists and manage status reporting to the event hosts as required.
Work with Creative Services to map out a consistent design and print plan - specifically, creating and designing event collateral and any other marketing material/premiums
Aid in organizing of logistics for meetings: transportation, hotel accommodations, meeting facilities, food & beverage, audio-visual, room set up and decor.
Ensure rider, technical and masking needs for Sesame Street Muppet performer(s) are in place
Prepare travel briefing packets for speakers and talent
Oversee meeting preparation, supplies ordering, and packing/shipping of event materials
Work closely with building management to ensure seamless execution of vendor and visitor management
Financial management, including the following: management, billing and post-meeting reconciliation, final financial reporting, cost analysis and submitting expenses
Occasional travel is required
Costume Characters:
Hire and onboard handlers and talent for upcoming walkaround events
Oversee walkaround event documents including contact sheets, production schedules and travel itineraries for distribution to event contacts and talent
Prepare budgets, contracts, invoices, and expense reports for corporate events, walkarounds; traffic documents to finance for reimbursement and/ or accrual
Communicate logistics with walkaround support/partners
Perform budget vs. actual tracking and analysis for all walkaround events
Administrative Duties:
Administrative duties such as filing, copying, calendar management, obtaining signatures, scanning, tracking documents, note taking, expense report preparation
Office maintenance including supply ordering and unpacking, serving as a point of contact for facilities issues, office space, retrieving department mail, storage management
Department intern coordination including hiring, onboarding, and management
Development and implementation of organizational systems
Qualifications:
Excellent phone etiquette
Strong writing and communication skills
Impeccable attention to detail, extremely organized
Proficient in time management and prioritization skills
Proactive, self-motivated, assertive, and able to effectively move a project/ task forward without much direct guidance
Quick to learn new tasks
Equal Opportunity Employer/Minorities/Females/Veterans/Individuals with Disabilities/Sexual Orientation/Gender Identity
Sesame Workshop is an Affirmative Action/Equal Opportunity Employer. We consider all qualified applicants for employment, without regard to race, gender, color, religion, age, marital status, pregnancy, national origin, ancestry, sexual orientation, physical or mental disability, or status as a disabled or Military Veteran.
Salary.com Estimation for Coordinator, Corporate Events in New York, NY
$131,211 to $213,261
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