event coordinator Hollywood, CA
Job description
The world-famous Magic Castle®, home of the Academy of Magical Arts, Inc. (AMA), is looking to hire a savvy marketing/admin assistant. AMA is a non-profit social order dedicated to the advancement of magic and works to promote public interest in the art with particular emphasis on preserving its history as an art form, entertainment medium, and hobby. This is truly an exciting opportunity to be a part of a unique private club – Huzzah!
We are seeking a skilled individual to help assist and support the Special Events Department in the preparation, organization and execution of all things event sales and events building. Responsible for coordinating details and logistics of contracted event clients. Works closely with Director of Special Event Sales and Banquet Manager.
Work Hours:
The role will start out as part-time at 20-25 hours or less per week, with some nights and weekends required. There is a strong potential for this role to evolve into a fulltime position with added employee benefits.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
SPECIAL EVENTS COORDINATOR:
- Collects and organizes all details & paperwork from client and
- Prepares event folders- both physical and online.
- Sends welcome emails with next steps and introductions.
- Crosschecks info in Seven Rooms to make sure it is accurate and up to date.
- Responsible for gathering the information needed to build the banquet event order (BEO) for the Banquet Manger to present at the BEO meetings and execute the day of.
- Keeps the online folders up to date with the most current contract, BEO, payments, layouts, invoices and reports.
- Updates shared spreadsheets for New Events Bookings, Magician Bookings, etc to ensure smooth processes across departments.
- Sends payment reminders and receipt confirmations to all clients.
- Responsible for ordering, scheduling, crosschecking, and confirming all contracted even elements such as magicians, stage managers, day-of vendor checks, banquet rentals.
- Analyzes logistics for events and works with Director of Special Event Sales and Banquet Manager as needed.
- Post event- pulls and prepares Posi reports for The Director of Special Events so they may close the file and collect final payment.
Administrative
- Assists with special events inquiries and phone calls when needed
- Updates and restocks inventory of office materials
- Assists Special Events team with administrative tasks
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE:
At least an Associate’s degree or equivalent from a two-year college or technical school; or one year related event experience and /or training; or equivalent combination of education and experience. Computer Skills: Outlook, Word and Excel. Bonus if you know Triple Seat and Seven Rooms
LANGUAGE SKILLS:
Fluent in English with excellent grammar and spelling. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence in a professional or business letter format. Ability to speak effectively to customers, members or employees with excellent communication skills.
MATHMATICAL SKILLS:
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS:
Proof of employment eligibility.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essentials functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit. The employee is occasionally required to stand, walk and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.
WORK ENVIRONMENT:
The Special Events / Club Experience Department shares one office with 3-4 occupants. The noise level of the work environment is usually moderate, but can be busy and noisy. Office hours attire is business casual. Working events requires more formal attire
