Senior Coordinator, Events and Talent Relations
Title
Senior Coordinator, Events and Talent Relations
Description
Department: Events
Reports to: SeniorManager, Events
Job Type: Full-time - Regular
Job Classification: Hourly (Non-exempt)
Workplace Location: Los Angeles - Academy Museum, 8949 Wilshire, Pickford, Fairbanks
Summary/Objective:
The Senior Coordinator, Events and Talent Relations, provides administrative and operational support for meetings and events at the Academy Museum, Academy Headquarters, Pickford Center, and Fairbanks Center for Motion Picture Study. You will support private event logistics as well as internal meetings, events, and programs across departments (including Advancement, Education, Film Programs, and Retail). The role requires a positive, customer-service approach, as well as the ability to quickly problem-solve and successfully communicate details to team members, clients, and vendors.
This position is represented by a union.
Essential Functions of the Job:
- Support on-site events as scheduled (including installations and strikes).
- Lead departmental and small client events.
- Provide catering and operations support for Executive Office meetings, including Board of Governors and Board of Trustees.
- Respond to private event inquires via email and phone; schedule and lead site tours for vendors and clients; schedule production calls and meetings.
- Update internal calendars and Airtable bases daily.
- Serve as host for talent/panelists for events and programs as scheduled.
- Draft and distribute internal works orders for the operating teams including Facilities, Engineering, Security, and Theater Operations.
- Generate client invoices and record payments; process and submit vendor invoices to accounting for payment; participate in monthly payment audit and reconcile unpaid vendor invoices.
- Coordinate guest lists and respond to RSVPs for internal events and opening receptions.
- Update client and department protocol documents and templates on a regular basis.
- Order catering, meeting, and office supplies for all Academy locations.
- Support Managers with onboarding and training new hires.
- Track internal projects and work on special assignments as needed.
Required Competencies:
- A college degree is required.
- Access to reliable transportation, as needed for job responsibilities.
- 2+ years of experience in special events, production, catering, or hospitality.
- Availability to work early mornings, late evenings, and weekends as scheduled.
- A friendly, positive, and professional approach towards work and clients.
- Ability to manage confidential and sensitive information.
- Ability to communicate with partners and stakeholders from a variety of cultures and backgrounds.
- Professional experience interfacing with executive leadership and talent.
- Passion for project management, organization, calendars, timelines, details, and problem-solving.
- Excellent written and verbal communication skills.
- Ability to work both independently and collaboratively with larger groups.
- Intermediate proficiency with Microsoft Office Suite, Airtable, and Google Workspace (e.g., calendars, spreadsheets).
- Familiarity with layout, seating, and guest registration software is a plus.
- A commitment to diversity, equity, accessibility, and inclusion.
Physical Demands:
- Ability to perform the essential functions of the position with or without reasonable accommodation, including moving and transporting objects up to 30 lbs.
Required Vaccination: Full vaccination against COVID-19 is required, including any booster vaccinations as applicable. Exception: Medical and religious accommodations approved by the Office of People & Culture.
Compensation: The expected hourly wage for this role is $25.00. The actual base pay offered will be determined by factors such as experience, skills, training, location, certifications, education, and other factors permitted by law. Decisions will be made on a case-by-case basis.
Benefits:
- Comprehensive medical, dental, and vision coverage.
- 15 days of PTO, plus company-paid holidays.
- Additional time off including summer hours, winter hours, and a cultural floating holiday.
- Paid sick leave.
- Paid parental leave.
- 401k retirement plan with a company match
- Clean Air Commuter Program
- Employee Assistance Program through CompPsych Guidance Resources.
- Wellness benefits through Cigna Healthcare.
- Free access to 16,000+ online courses through LinkedIn Learning
- Free Academy membership screenings
- Free tickets and screenings at the Academy Museum
- Employee discounts through LifeMart and Working Advantage
@museumLI
Position Requirements
Full-Time/Part-Time
Full-Time
Position
Senior Coordinator, Events and Talent Relations
Location
Los Angeles
About the Organization
The Academy of Motion Picture Arts and Sciences is a global community of more than 10,000 of the most accomplished artists, filmmakers and executives working in film. In addition to celebrating and recognizing excellence in filmmaking through the Oscars, the Academy supports a wide range of initiatives to promote the art and science of the movies, including public programming, educational outreach and the Academy Museum of Motion Pictures.
EOE Statement
The Academy is committed to equal opportunity in employment and to creating and valuing diversity in its workforce. Maintaining a diverse workforce is important to the Academy. The Academy enforces a strict policy that prohibits discrimination in hiring, training, compensation, promotion, transfer, or termination, whether on the basis of race, color, national origin, religion, sex, disability, age, veteran status, sexual orientation or genetic information. This includes a workplace that is free of all forms of harassment. Also, to help foster diversity, the Academy uses programs that ensure fairness of opportunity, pay, and growth to all applicants and employees. Every employee of the Academy is required to follow this policy and to preserve the Academy’s commitment to diversity.
This position is currently accepting applications.
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