Title: Event Coordinator
Reports To: Senior Event Producer
FLSA: Full-Time, Salaried Exempt
Effective: 11/2023
Location: Hybrid remote w/preference for Austin, TX/surrounding areas or Los Angeles, CA/surrounding areas
SUMMARY
Haute’s Event Coordinator reports to a Senior Event Producer and works closely with Producers and other agency teams to ensure flawless execution of assigned projects including managing logistics to support overall event design, registration, and meeting logistics. The Event Coordinator supports a variety of projects within the agency, including managing internal accounting and payment processing for the Event Team.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Understand and use, exactly as outlined in our process, all Haute templates, documents, project management and storage software.
- Manage creation of event project timelines in Wrike and ensure information is updated on a day-to-day basis.
- Assist with gathering pricing, quotes, and research for vendor partners.
- Assist with preparing, editing, and gathering visuals for proposal decks.
- Review contracts to ensure they match approved budgets and submit for payment via accounting process.
- Assist with processing new vendor or contractor paperwork or independent contractor agreements.
- Assist with preparing on-site paperwork or guides.
- Assist with reporting for client registration systems, airfare management or ground transportation.
- Assist with specific needs to fulfill assigned clients’ tradeshow contracts, including tracking show deliverables, managing submission of client assets, working with partners for appropriate shipping, setup, etc. of booths and materials, and other needs.
- Assist with staff travel needs, itinerary approval, processing of petty cash requests and review of expense reports.
- Participate in pre-con and post-con meetings.
- Act as on-site staff as needed.
- Maintain current record of Certificates of Insurance and additionally-insureds for all appropriate vendors in a given calendar year.
- Shadow and understand the Event Producer role as much as possible.
- Assist with other tasks related to this program or other agency needs.
MINIMUM QUALIFICATIONS
- Bachelor’s degree in Marketing, Events, PR or equivalent experience
- 1 year’s experience working in event planning, meeting planning, experiential marketing, or other comparable corporate environments.
- Valid US Driver License
- Valid US Passport and the ability to travel internationally as needed.
- Ability to work full-time in a remote-office setting.
- Ability to travel as needed for events domestically and internationally up to 25% of the year.
- Passionate about event planning and live events industry and looking to grow with Haute.
KNOWLEDGE, SKILLS & ABILITIES:
- Familiarity with event management, design or production with an interest to learn and grow in the live-event industry.
- Personable and professional communication style.
- Ability to communicate clearly, verbally and in writing.
- Detail oriented & well-organized. Able to track, update, traffic and manage many specific details for multiple events simultaneously.
- Ability to organize and prioritize multiple tasks driving an overall successful implementation of the program.
- Preferred: Experience working with tradeshows or similar event environments.
- Preferred: Experience working with detailed Excel spreadsheets.
- Familiarity with online meeting systems; Zoom preferred.
- Ability to travel as needed for client events, including site visits, client meetings, and other as needed.
EDUCATION & TRAINING:
Bachelor’s degree in Marketing, Events, PR or equivalent experience
PHYSICAL REQUIREMENTS:
- Ability to walk, stand, sit, kneel, speak, and hear with aid, see, read, reach with arms and hands, and use a computer, and telephone.
- This position requires continuous viewing of a computer screen and sitting for long periods of time.
- Must be able to stand for up to 3 hours at a time.
- Must have reliable transportation for traveling to/from remote working locations.
- Must have a suitable remote office work environment that includes a printer.
- Ability to push/pull/lift to 25 pounds.
YOU BE YOU
Haute is a Fair Chance and Equal Opportunity Employer committed to providing applicants with a fair shake regardless of race, religion, color, national origin, sexual orientation, sex and its associated medical conditions, gender identity or expression, age, veteran status, being differently abled or other applicable legally protected characteristics. Our creativity thrives when people come as they are, and we are committed to providing a workplace free of discrimination or harassment.
HAUTE BENEFITS
- Company Subsidized Medical
- $50K Company-Paid Life Benefit
- 4 weeks PTO per year
- Paid holidays
- Retirement 401(k)
- Access to Haute Spot Live Music Venue tickets
- Working with visionary people that believe in enjoying the ride!
Visit our website to learn more! https://wearehaute.com/
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