Production Coordinator, Events & Hospitality

TKO•Beverly Hills, CA

About The Position

TKO is seeking a Coordinator for the Corporate Events team who will be responsible for supporting event production initiatives in the planning and execution of all internal and external events, retreats and hospitality lounges for the company and its rapidly growing divisions across sports and entertainment. They will report to the Corporate Events Senior Director of Production, who is based in Los Angeles and assist in all companywide projects within the Los Angeles and beyond. The position allows for growth and direct interaction with senior executives and relationship building with key external partners and hospitality industry counterparts. The business units that this position will support, but are not limited to are TKO Corporate, UFC, WWE, PBR, IMG, On Location, WME, WME Sports and 160/90. Coordinating production through the use of various vendors and supports, and communicating effectively to the rest of the team requires the candidate to be diligently organized and efficient in Excel/Google Sheets. This includes being well-versed in drafting email communications and following guest information timelines, tracking corporate allocations across the businesses and prepping event logistics as well as assisting with on-site hospitality for executive guests. Planning and executing events responsibilities include but are not limited to vendor/venue sourcing and outreach, event supplies and materials procurement, invitation distribution and guest list management. Professional hosting at high-level events for internal and external executives requires confidence and polished interactions while managing their needs from arrival to departure. This includes the ability to communicate effectively, address requests promptly, make decisive judgments to resolve issues efficiently, handle high-pressure situations with assurance and proactively anticipate guest preferences to ensure a smooth experience. Then leveraging prior knowledge of their preferences to better prepare for future events and encounters. The ideal candidate is proactive, detail-oriented, highly strategic, with strong written and verbal communication skills. They’re also able to manage multiple events and projects in a high-pressure, fast-paced environment. They will need to be constantly aware of what is going on throughout the businesses we service and will need to build strong relationships with a variety of internal TKO employees and executives as well as external vendor and hospitality partners. Must be able to travel domestically and internationally as well as work extended hours during peak event seasons and on larger projects. Having a driver’s license and passport are required. Estimated yearly travel is approximately 30%.

Requirements

1-3 years' experience working in event coordination is preferred
Exudes hospitality-minded and customer service-oriented behaviors especially when interacting with executives and responding to employees and clients
Exceptional organizational, prioritization and time management skills with the ability to effectively execute independently toward multiple, high-priority projects in a timely fashion
Superior proficiency with Google Suite (Sheets, Slides, Docs) & Microsoft equivalents, Teams, Zoom, WebEx; invoicing platforms such as, SAP Concur, is required.
Demonstrates strong interpersonal skills conveying a positive personal and professional image
Excellent verbal and written communication skills, including ability to confidently work with all levels of colleagues, consultants, managing directors, senior management, vendors, etc.
Ability to handle challenging situations with poise, understanding and tact
Consistent, dependable, and accurate in completing responsibilities/tasks
Meticulous attention to detail and accuracy
Strong problem-solving, critical and analytical thinking skills
Works cooperatively with other team members, displaying a high level of motivation, collaboration and enthusiasm for tasks
Recognize and maintains confidentiality where needed

Nice To Haves

Experience in Sports, Entertainment and Media industries is recommended
Event décor/interior design experience and interest is helpful

Responsibilities

Supports the Senior Director of Production with all elements relating to event production including vendor and venue research and outreach, gathering quotes, assembling design and décor decks, placing rental and purchase orders, navigating and liaising with venues, creating event load in and out timelines along with run of show, overseeing food & beverage details, creative elements, and on-site execution and guest hosting.
Assists the events team on all aspects of an event from pre-planning, procurement of supplies and collateral material, on-site staffing, invoice processing, to post-event analysis and follow up.
Ability to act as event team lead for all internal/in office events for activations surrounding company philanthropy and/or executive meetings. This can include ordering event supplies, décor, catering and working with internal AV teams to ensure all needs are met.
Creates Google Slide presentations and decks as they relate to specific projects and events.
Drafts pre-event overview emails and post event recaps that are used as marketing materials needed for sales and sponsorship purposes.
Provides “on-site” event support with various roles depending on the needs of the team and staffing requirements which includes but not limited to, event check in, product organizing, vendor/venue point of contact, executive escorting etc.
Maintaining the LA events supply closet inventory by updating team grids and doing regular product counts.

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