Coordinator, Global Events and Publicity

IMAX•Playa Vista, CA

1d•$20 - $29

About The Position

The Coordinator, Global Events and Publicity role will provide high-level support to the Global Events and Publicity team reporting to the VP, Head of Global Events with a dotted line into the VP, Publicity. The ideal candidate is a proactive problem-solver, detail-oriented, and thrives in a fast-paced, creative environment.

Requirements

1 year of experience working in an administrative capacity (experience in the events field preferred)
Proficient in Microsoft 365
Ability to perform physical tasks related to event setup, including lifting, carrying, and standing for extended periods
Availability to travel (valid passport a plus) and work overtime/extended hours, as needed for special events, screenings, and meetings
Detail – oriented with excellent organizational skills and the ability to multitask and prioritize projects while meeting deadlines
Strong oral and written communication skills, with professional phone and email demeanor
Strong sense of urgency
Ability to cultivate strong relationships internally and externally
Flexible and adaptable in fast-paced, ever-changing work environments
Bachelor’s degree

Nice To Haves

Canva experience a plus

Responsibilities

Research venues in various cities to stay up to date on latest eateries and hotels
Daily media monitoring and research to support key IMAX Corp Comm initiatives, as well as relevant industry news
Compile and keep updated contact sheets for venues for internal use by both teams
Collaborate with teams to ensure travel + logistics are properly identified and organized
Create and order all printed materials: invitations, tickets, badges and signage
Coordinate guest shuttle/parking logistics, as needed
Prepare event confirmation letters for guests, executives, and talent/filmmakers
Create, manage, and distribute staffing sheets for each event, along with a credential ID sheet
Assist on-site at events, screenings + IMAX-led special events – must be comfortable with VIP clients and filmmakers, being nimble and calm in time of change and addressing issues on the fly
Manage supplies needed for day-of event executions
Brainstorm and research corporate communication media opportunities and consumer press + influencer promotional opportunities
Conduct social media research and provide background information on key IMAX initiatives in the social media / digital publicity space
Create schedules, as needed
Support Global Events + Publicity with various administrative tasks across both teams
Responsible for setting team meetings – must be comfortable setting calls across various time zones with multiple stakeholders
Provide pre/post event support with tasks including organizing RSVPs, creating conference packets, managing promotional items and client gift inventory
Manage internal master calendars, attend staff meeting and manage meeting note taking
Budget tracking experience – track invoices/Pos, reconcile vendor changes and maintain budget sheets
Reconcile expense reports for VP’s each month
Create and update weekly decks for leadership meetings