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Special Events Coordinator

Location: Los Angeles, CA
Department: Special Projects
Posted: 10-02-2017
Location Name: Los Angeles
Wage: Depends on Experience
Position Type: Regular, Full-Time
Shift: 9:00am - 5:00pm (generally)
Position Title: Special Events Coordinator Position Type: Non-Represented
Department: Special Projects FLSA: Non-Exempt
Shift: 9:00am - 5:00pm (generally) Minimum Starting Salary:
Posted: 10/02/2017 Location: Los Angeles
Reports to: DIRECTOR, SPECIAL PROJECTS Salary Grade:
Job ID 759

POSITION PURPOSE:  Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.  Coordinate details of events such as membership meetings, member events, conventions, employee appreciation events, workshops and panels.  Initiate, coordinate, and/or participate in all efforts to publicize event. 



(This section provides a general summary of the most significant job duties performed.  It does not explain in detail every single duty performed.)

  • Assist in arranging and facilitating special events and activities, and coordinate an event from conception to clean up. 
  • Conduct research and scout venues for space contracts, secure event space, and visit venue to plan, create, and revise room layout
  • Arrange for food and beverage, sample food, and select chefs or catering companies to prepare selected food for event
  • Schedule speakers, vendors, and participants
  • Arrange for audiovisual equipment, event signage, and appropriate décor
  • Assist in the design and editing of a variety of programs and promotional materials, and work with printer and designer to develop these materials.  Prepare presentations
  • Anticipate project needs, discern work priorities, coordinate and monitor event timelines, and ensure deadlines are met
  • Track event finances, and ensure budgets are adhered to. Submit progress reports to management for each event project
  • Keep inventory of backdrops, projectors, computers, and other display materials
  • Secure vendors, create invitee list, send out invitations, and manage RSVP list, as needed.
  • Ensure Union protocol is followed.



(The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of this job with or without reasonable accommodation, using some other combination of skills and abilities.)

  • Demonstrate effective skills in the use of PC applications.
  • Able to organize, prioritize, and coordinate multiple tasks under daily deadlines.
  • Able to communicate effectively in English, both  in verbal and written form.
  • Detail oriented.
  • Able to work under pressure.
  • Capable of taking direction from more than one supervisor.
  • Must be able to exert a certain degree of creativity and latitude in a variety of tasks
  • Superlative interpersonal skills: High degree of patience and tact, and must be able to cultivate respectful, strategic, and collaborative relationships with people from diverse backgrounds; both internally and externally.
  • Hold yourself and others accountable for a high level of performance and integrity. 
  • Must be able to work in a challenging environment where constructive feedback from others is encouraged.
  • Have an understanding and awareness of worker rights impacting SAG-AFTRA members.
  • Must maintain regular and acceptable attendance at such level as is determined at SAG-AFTRA’s sole discretion.
  • Must be available and willing to work extended hours  per day or per week, including weekends and holidays, as SAG-AFTRA determines is necessary to meet its business needs.
  • Must be available and willing to travel to such locations and with such frequency as SAG-AFTRA determines is necessary or desirable to meet its business needs.



Education and/or Experience:

  • Bachelor’s degree in a related field and 2 years of relevant experience; or the combination of education and experience

Certificates, licenses, and/or registrations:

  • N/A