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Coordinator, Live Experience (Freelance)

What we’re looking for:

This is an entry level role will provide overall support to the Creative Production/Live Experience department including but not limited to: maintaining project overview documents, overseeing contract maintenance for artists and vendors, and assisting in the research and development of new creative projects. Additionally, the Coordinator, Live Experience will be responsible for managing calendars, scheduling meetings, processing expenses, and general administrative assistance to the team.

This is a freelance role.

Here’s what you’ll do:

  • Provide overall administrative support to the Creative Production/Live Experience team on daily and ongoing administrative tasks, including but not limited to: note taking, scheduling calls and meetings, meeting preparation, travel coordination.
  • Maintain project overview documents
  • Maintain executed vendor and artist contracts
  • Ensure invoices for live experience projects across all properties are processed, tracked, and paid in a timely manner
  • Create and circulate agendas for all meetings, internal and external, and circulate notes within a timely fashion
  • Collate all debrief feedback and oversee photographic documentation and archiving of all projects
  • Organize and maintain team digital filing system (Dropbox, Google Drive)
  • Organize and maintain team artist/vendor database (Pinterest)
  • Advance festival database requests, and serve as department liaison with festival production and operations
  • Coordinate on-site shipments and deliveries

Your experience:

  • College degree with studies in visual production or design
  • Minimum 1-3 years of coordinator/assistant experience working in events or entertainment

Your Strengths include:

  • Graphic Design skills preferred
  • Proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint) and Google Apps
  • Excellent organizational skills
  • Demonstrated ability to take direction and prioritize while juggling multiple projects at once in a fast-paced, deadline-driven environment
  • Proactive and resourceful with strong problem solving skills
  • Excellent communication skills - both written and verbal
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