Coordinator Event Production

Who are we hiring?

The Coordinator, Event Production assists with the daily operation and transition of assigned events, from the planning stage, setup, installation, and day of event execution through the removal of event equipment. This position assists with managing the operational execution of concerts, entertainment events, family events, sporting events, special events and other functions as assigned by the VP, Event Production in the Arena, the Theater and the Expo Center, as well as other areas as dictated by event needs. The Coordinator assists with serving as the Event Manager on duty for internal and external clients to help provide a seamless workflow experience. The position collaborates with internal and external clients to minimize expenses and maximize budgeted results while maintaining optimal operating efficiency. The Coordinator assists with scheduling the union and non-union Event Production workforce and helps to manage the appropriate staffing levels based on the scope of every event. This highly-organized, detail-driven team member will negotiate the day-to-day challenges which come with managing multiple projects at varying stages of development, all of which are happening simultaneously. This position requires high energy, a positive attitude, a strong work ethic, impeccable judgement, an unwavering attention to detail at all times, and outstanding communication and interpersonal skills.

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be especially well organized, flexible, and enjoy the challenges of supporting an administrative team of a diverse group. The ability to interact with people (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role.

What will you do?

• Responsible for administering all event planning with the client including staging, lighting and sound, client seating and staffing requirements for assigned events.
• Oversee the load-in and installation of equipment by the defined deadlines.
• With the client, oversee the day of event execution of entertainment, family, sports events and special event functions and troubleshoots any event day problems.
• Act as the Event Manager/Duty Manager as scheduled to provide internal and external clients with a seamless workflow experience.
• Provide coordination and logistical support for events and activities across all MSG Venues under the direction of the VP of Event Production, production directors and managers.
• Process and track contracts, People Practices paperwork, and payments for vendors and consultants.
• Schedules and maintains event calendar, meetings, and travel itineraries, and coordinates related arrangements. Anticipates and prepares meeting materials, charts, and reports.
• Generate and maintain internal databases and perform special project research for senior executives and independently gather and analyze information from multiple sources; prepares a variety of complex reports, manuals or agendas.
• Composes routine and non-routine correspondence, memoranda, reports, etc., which are generally confidential in nature. Uses various PC software packages such as spreadsheets, word processing, and graphics to produce high quality reports, presentations, or other documents.
• Acts as liaison between the VP and his/her direct reports, as well as internal and external contacts.
• Coordinates activities, conducts research and ensures that requests are carried out. Handles a wide variety of situations and tasks involving the clerical and administrative functions of the department.
• Coordinates all paperwork necessary for proper approvals. This includes, but not limited to, time sheets, travel and expense vouchers, procurement requisitions, performance appraisals, etc. Follows up with other departments to ensure that requests are carried out and activities are coordinated efficiently.
• Responsible for ordering and maintaining office supplies for the department. Ensures that office equipment works properly. Coordinates repair requests with facilities and/or outside vendors. Maintains records on all repairs and orders.
• Assists department in special projects as requested. May provide leadership and support to other department administrative staff.

What do you need to succeed?

• 2-3 years' experience in the entertainment industry.
• Candidates who have completed a minimum of 60 credit hours of college-level coursework (representing 2 years), or have shown similar self-development through certifications, trade school coursework, etc. are preferred. Educational requirements may differ from job to job based on the role.
• Able to work under pressure and meet deadlines, while managing multiple tasks.
• Strong administrative, organizational, and time management skills.
• Demonstrate integrity, tact, diplomacy and a commitment to company values, and principles while ensuring the upmost consistency.
• Must possess excellent verbal and written communication, organizational, and time management skills with exceptional attention to detail and strong follow-up skills.
• Must have the ability to work independently when necessary and use sound business judgment.
• Passion for entertainment and for future technologies and proficiency in Mac, Microsoft Office, Google Drive, and Adobe.

Special Requirements

• Must be able to work a flexible schedule inclusive of weekends, nights and holidays.
• Travel may occur occasionally.
• This position requires a substantial amount of walking and climbing stairs to properly address any situations or employee concerns before, during and after events.

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