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Coordinator, Special Events
Sony Pictures
Culver City, CA, United States
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Coordinator, Special Events - Motion Picture Group
Sony Pictures Entertainment (SPE) is a subsidiary of Sony Entertainment Inc., a subsidiary of Tokyo-based Sony Corporation. SPE's global operations encompass motion picture production, acquisition and distribution; television production, acquisition and distribution; television networks; digital content creation and distribution; operation of studio facilities; and development of new entertainment products, services and technologies. For additional information, go tohttp://www.sonypictures.com.
The Motion Picture Group has an exciting opportunity in the Event Planning Department for an individual that is passionate about entertainment, event planning and flawless execution of key events for the studio.
Event Logistics
• Complete all staff travel for premieres
◦ Includes our department and event production companies
• Assist SVP/Manager with completing TA’s for talent travel
• Call to confirm talent representation and update emails in database to send invites
• Work with Manager in updating premiere lists and RSVP’s in the special events database
• Oversee celebrity outreach and invitations & track talent requests
• Work with Manager on Talent & Filmmaker Travel & Schedules
• Work with Manager with sending premiere invitations and letters
• Prepare upper level executive ticket packages & coordinate with executive offices, including tickets, badges, transportation, and event schedule
• Create & manage promotional & giveaway items for events (from research, design, to distribution)
• Follow up with executives and celebrities regarding their attendance
• Complete print shop order forms to order Table Tents and Badges
◦ Go through proofs for approvals
• Coordinate all on-site event production materials (i.e. walkie talkies, badges, printed materials and soundtracks)
• Coordinate payment for premieres, special event lunches, award shows, award submissions, transportation and groomers for the publicity office and award office.
• Coordinate auction requests
◦ Complete charitable donation request forms or coordinate the completion of these forms
◦ Coordinate with auction winners
◦ Create auction certificates for each auction
• Coordinate staff assignments for premieres
• Create and distribute staffing information for premieres
• Organize premiere travel bags to send when staff travels
• Organize logistics to set up NY office for when staff travels
• Create premiere decks with SVP for filmmaker & staff meetings
• Research new event locations for site visits in Los Angeles, New York or other pertinent cities
• Create premiere decks for sponsorship outreach
◦ Update sponsorship contacts
Accounting
• Process all new vendor paperwork
• Make sure each vendors paperwork is properly completed (i.e.: W9, 590 and CA withholding letter)
• Process all invoices that come to the department
• Work closely with accounting to follow up on payments
• Reconcile the five corporate event cards each month:
◦ Start of Production
◦ SPE
◦ Marketing
◦ Production
◦ Special Events card which is used by Publicity, Awards office and other departments as needed
Administrative
• Schedule meetings/calls and keep SVP calendar
• Answer and field calls for SVP and Manager
• Handle corporate gifting which includes:
◦ Coordinating the gift order and delivery
◦ Keeping track of all necessary documentation and receiving approvals
◦ Reconciling all gifting accounts online
◦ Coordinate nomination gifts for Golden Globes, Academy Awards and departmental requests
• Update VIP events calendar twice a month
• Handle expense reports each month for SVP
• Handle all miscellaneous IT problems
• Order miscellaneous office supplies
• Update miscellaneous office documents including: release schedules, calendars, PO lists
Skills & Requirements:
• Minimum 3 years of experience as an administrative assistant
• Strong computer skills (Microsoft Word, Excel, Outlook and Powerpoint)
• Exceptional organizational and interpersonal skills
• Excellent communication skills – written and oral (must have a professional and courteous demeanor)
• Must be detail-oriented
• Must be able to multi-task and prioritize to ensure that all assignments are completed in an accurate and timely manner
• Must be able to meet competing deadlines
• Must be flexible – an ability to work well in an environment where needs and priorities are subject to much revision
• Common sense, dependability, discretion and attention to detail are required
• Must be a self-starter with a team-player attitude
• Have a passion for entertainment and event planning
• Highly detail-oriented
• Superb organizational and time management skills
• Able to work independently and set appropriate priorities
• Excellent interpersonal and oral/written communication skills
• Able to multi-task and work well with others
• Discretion and integrity
• At ease in fast-paced/high energy work environment
• Skilled in: Word, Excel, Outlook, PowerPoint, Photoshop, Internet
*Sony Pictures Entertainment is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, national origin, disability, veteran status, age, sexual orientation, gender identity, or other protected characteristics.
USA - Culver City - Studio Lot - Thalberg Bldg