Jobs

Current Openings:

Events Coordinator

 

POSITION TYPE:  Nonexempt
POSITION EMPLOYMENT STATUS: Full Time
POSITION REPORTS TO: Program & Events Manager
LOCATION: Los Angeles, CA

POSITION PURPOSE: The Events Coordinator is responsible for collaborating with the Events and Programming departments and Contractors to plan and implement IDA’s public events.  He/she will act as the “engine” for all programs and events on the IDA calendar, including making recommendations on event scheduling, leveraging talent availability to maximize event impact, and maintaining the “big picture” of consistently communicating and presenting the mission of IDA.  The Events Coordinator will also work regularly with the Communications department to deliver event information and facilitate promotion of events.

The Events Coordinator provides direct support to the Program & Events Manager for the IDA Awards, Screening Series, and DocuDay, as well as other events as assigned.  Successful candidates for this position will have expertise in forecasting pitfalls and critical deadlines, maintain a fluid workflow, handle unexpected changes, effectively guide team members through the processes, and will be adept at keeping the team on schedule while juggling multiple and competing priorities.  This position requires diplomatic communication skills and the ability to stay calm under pressure.

The Events Coordinator manages event data, including the online ticketing system, seating recommendations, creation of metrics for analyzing event performance, updating and managing the IDA Awards submission platform, creating post-event reports, ensuring successful transfer of data from Eventbrite to Salesforce, and maintains/updates database platforms as needed. 

The Events Coordinator will lead by example in a mission-driven collaborative and technology-forward working environment that balances the need and relevance of public events with the efficiency of best practices, fiscal accountability, and institutional impact.    

Responsibilities/Duties/Functions/Tasks:

Annual events:  IDA Awards, Screening Series, DocuDay and other events as assigned.  Under the direction of the Program & Events Manager and in collaboration with other departments and contractors as designated, the Events Coordinator will work in the following areas:

Intradepartmental Coordination

  • Serve as point of contact for information about events, including scheduling updates and any changes to event information internally to Staff and externally to stakeholders as well as event participants.

  • Facilitate delivery of promotional assets and data to Communications team.

  • Participate in External Affairs team meetings and update team members on upcoming events to strategize messaging, positioning, and outreach.

  • Collaborate regularly with the Educational Programs Manager on event calendaring and support.

  • Interface with Accounting department on Event revenue reconciliations.

Event Production

  • Work with Program & Events Manager to oversee production of IDA events including site evaluation and selection, catering options, coordination of giveaways, and membership development strategies.

  • Collaborate internally with Staff and externally with Contractors to create pre-production, day of event, and wrap timelines.

  • Serve as primary contact for IDA Awards nominees, lead development of the nominee information packet, and support the nominee notification process.

  • Manage ticketing and guest lists. 

  • Ensure proper handling of participants and VIP guests.

  • Coordinate screenings and oversee traffic clips, screeners, and all asset delivery.

  • Solicit, schedule, and train volunteers for events.

  • Lead recruitment and oversee event PA's and interns.

  • Coordinate travel for nominees, honorees, and presenters for IDA events.

  • Oversee production and delivery of program elements (programs, trophies, event signage, and etc.).

  • Oversee Contractors as assigned.

  • Oversee IDA Awards screening process from submission to judging through member voting including recruitment of judges, managing teams through all steps in the screening process, updating and distributing evaluation criteria and materials, managing the review schedule, serving as point of contact for submitters with questions, and organizing and finalizing all collected data into a referenceable final product that allows data to be understood and tracked with clarity and accuracy.

  • At IDA events, serve as point of contact for stakeholders and participants, including VIPs.

Administrative

  • Conduct ongoing research for the IDA Awards show, cultivation events, engagement events, and various comparable events at other organizations to maintain and stay current on industry best practices.

  • Become resident expert in event management technology (software and hardware), including Eventbrite and the IDA Awards submission platform currently, Open Waters.

  • Serve as primary point of contact for IDA Awards submission platform vendor.

  • Maintain IDA Awards platform to conform submission form to rules and regulations.

  • Oversee show/event deliverables and more specifically, ticket reporting, nominee contact information, IDA Awards vendors, crew contact list, and other deliverables as assigned.

  • Maintain and update all Event department files including Vendor Invoice management and reconciliations.

  • Proof all events related communications.

  • Monitor event-specific emails and respond to queries.

  • Assist with the general administration of the Events department as assigned.

Other Duties:

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Qualifications:    

  • Excellent listening skills.

  • Sense of humor.

  • Detail oriented and extremely organized.

  • Strong problem-solving skills but have the wherewithal to ask questions for clarity.

  • 2 - 4 years of directly relevant experience and/or experience in event production.

  • Prior experience as an assistant at an agency in a fast-paced environment is highly valued.

  • Bachelor’s degree in Communications or a relevant field is preferred.

  • Excellent negotiation, written, and oral communication skills and demonstrated diplomacy and tact engaging with executives, talent, and media.

  • Highly comfortable engaging with the public, being the “face” of an event, and ability to resolve issues with tact and poise.

  • Comfortable with public speaking.

  • Computer literate, proficient in all Microsoft Office Suite programs, and Google Apps.

  • Familiarity with event management software and platforms including Eventbrite and databases.  Salesforce is a plus.

  • Highly proficient using Excel spreadsheets for data management and organizing information to create reports.

  • Facility with social media including Facebook, Twitter, Instagram, and Snapchat.

  • Demonstrated ability to establish and maintain cooperative working relationships across internal departments as well as with third party vendors and partners.

  • Ability to employ critical thinking and good judgment.

  • Proven ability to manage time and prioritize tasks to meet goals and deadlines effectively.

  • Demonstrated ability to work independently and as a collaborative team member.

  • Commitment to personal and professional development.

  • Able to lift up to 25 lbs. and be on your feet for several hours at a time.

  • Availability to participate in evening events including weekends.

  • Excellent anticipatory skills with ability to think and plan ahead.

Compensation: $19-$20/hour

Benefits:  401(k), 100% Employer paid Health, Dental, Vision, Life Insurance, and Long Term Disability.  Ten (10) days of vacation, six (6) sick days, ten (10) paid holidays, five (5) paid days for winter break.

How to Apply:  Submit your resume, including cover letter detailing your qualifications, experience, and interest in Adobe PDF format to jobs@documentary.org by April 21, 2017.


 

IDA is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of race, color, national or ethnic origin, religion, age, gender, handicap, pregnancy, sexual orientation, or veteran status.