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Viacom Inc Coordinator, Special Events in New York, New York

Overview and Responsibilities

The Special Events Coordinator will work closely with Producers to create and execute a variety of marketing, sales, production and internal events across Viacom. They will need to consistently provide innovative and organized assistance for pre-production, onsite logistics, event execution and wrap up. They need to research creative and modern ways to represent the Viacom Brands including premiums, branding elements, menu, DJ, activities, etc.

Responsibilities

  • Work closely with event producer, additional team , vendors, internal clients on all needs for events large and small

  • Set up and maintain a variety of lists with regard to registration/hotel, event attendee list, invites and RSVPS

  • Work with SharePoint our internal IT team to update registration links per show and set up mailboxes

  • Work with Production Accountant to ensure proper charge backs to budgets and timely payment to vendors

  • Actively work on daily basis with Hotels, Convention Associations and vendors internationally and domestically

  • Actively seek out and maintain research for innovative ideas in Activations, Premiums, Venues and Branding items.

  • Evaluate event need for Production Assistants. Seek, schedule and supervise PA’s.

  • Create, Maintain & distribute Event documents including schedule, contact sheet, etc.

  • Assist Event Producer to develop creative in line with channel identity, goals of the event and current trends

  • Actively work on multiple event details at a time with a variety of producers and deadlines

Basic Qualifications

  • Bachelor's Degree

  • At least 2 or more years of events coordinating experience in entertainment industry (internships not considered)

Additional Qualifications

  • Ability to produce detailed work in a fast paced environment while being a flexible and creative problem solver.

  • Ability to work within deadlines.

  • Must be able to multi-task and be a proactive/self-starter that is able to work as a collaborative part of a larger team.

  • Experience using Photoshop, Illustrator, and Microsoft Office(Power Point, Excel, Word, Outlook…)

  • Must be available to travel, work nights and weekends when necessary

  • Must be very detailed oriented and organized

  • Have the ability for implementing plans and schedules for events (security plans, transportation plan, creative & printed materials, etc.)

  • Must be able to conduct detailed and expansive research for venues, restaurants and locations to serve for a wide variety of events.

  • Maintain and update research documents for the producers and department.

  • Must be able to lead Pas and create schedules including work flows, breaks and filling out of paperwork required by the company.

  • Work with Production Accountant to ensure proper and timely payment.

  • Create, Maintain & distribute Event documents including schedule, contact sheet, etc.

  • Set up and maintain a production office

  • Must be able to assist all groups in production by facilitating craft services, crew meals and staff breaks.

  • Work with Venue and Vendor Teams to actively seek out and maintain research for innovative ideas in Activities, Premiums, Venues and Branding items.

  • Set up and maintain onsite Production office based on event needs.

  • Manage event specific needs ranging from parking, radios and credentials to activations, DJ’s, and branded event items and signage

  • Basic Knowledge of Marketing and Experiential Marketing as it applies to Sponsorships and Advertisers brand’s on our shows.

  • Knowledge of Social Media and its potential application to events

  • Knowledge of new event related software and hardware to help keep the events dept. current

  • Familiarity with existing registration apps and procedures knowledge of how to set up mailboxes in order to send out appropriate correspondence

  • Passion for staying current on all trends that pertain to the event industry

  • Knowledge of venues and restaurants in New York and LA

  • Knowledge of Food and Beverage service

  • Strong interest in Pro-Social Events and Volunteerism.

  • Knowledge of additional languages (Spanish, French, Italian, etc…)

  • Ability to produce detailed work in a fast paced environment while being a flexible, organized and a creative problem solver.

  • Knowledge of current venues and restaurants

  • Excellent communication skills and the ability to work within deadlines.

  • A working knowledge of conventions and trade shows and how to work with the organizers for rooming block, attendance badges as well as all other areas of convention and conference planning and scheduling.

  • Maintain a positive and problem solving attitude and mind set.

  • Have the ability to step outside ones comfort zone to create creative, engaging solutions for events that meets our demographic needs on any particular event.

  • Work closely with event producer, additional team , vendors, internal clients on all needs for events large and small

  • Set up and maintain a variety of lists with regard to registration/hotel, event attendee list, invites and RSVPS

  • Work with SharePoint our internal IT team to update registration links per show and set up mailboxes

  • Work with Production Accountant to ensure proper charge backs to budgets and timely payment to vendors

  • Actively work on daily basis with Hotels, Convention Associations and vendors internationally and domestically

  • Actively seek out and maintain research for innovative ideas in Activations, Premiums, Venues and Branding items.

  • Evaluate event need for Production Assistants. Seek, schedule and supervise PA’s.

  • Create, Maintain & distribute Event documents including schedule, contact sheet, etc.

  • Assist Event Producer to develop creative in line with channel identity, goals of the event and current trends

  • Actively work on multiple event details at a time with a variety of producers and deadlines

We’re an equal opportunity employer (EOE).

At Viacom, the spirit of inclusion feeds into everything that we do, on-screen and off. From the programming and movies we create to employee benefits/programs and social impact outreach initiatives, we believe that opportunity, access, resources and rewards should be available to and for the benefit of all. Viacom is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, and Veteran status.

BrandViacom

Job LocationsUS-NY-New York

iCIMS ID2019-12702

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