Coordinator, Corporate Events

NBCUniversal•New York, NY

11h•$50,000 - $60,000•Hybrid

About The Position

NBCUniversal’s Corporate Events Department produces high impact experiences for clients and C-suite executives across some of the most recognized brands in media and entertainment – from marquee tentpole events and events that support corporate initiatives, to brand activations and large-scale client programs. The Corporate Events Coordinator will serve as a key point of contact for VIP hospitality, interfacing directly with clients and C-Suite executives. This role will support the Corporate Events team in planning client and internal events ranging from intimate dinners to large-scale programs. The role will also encompass a range of administrative functions that support the department’s SVP, and the team’s day-to-day operations. A strong command of registration platforms and a strong focus on guest communications are essential to this position. This position reports to a Manager in the Corporate Events Department.

Requirements

Bachelor’s degree or related work experience
Relevant experience in events, hospitality, entertainment or related field
Excellent written and verbal communication skills
Proactive, solutions-oriented, and detail-oriented
Thrive in a fast-paced, high-volume environment where priorities can shift quickly
Solid organizational skills with the ability to manage multiple projects simultaneously under tight deadlines
Reliable and flexible team player
Proficient in Outlook, Excel, PowerPoint and registration platforms
Experience booking both hybrid and virtual meetings on Microsoft Teams
Stays current on trends across food and beverage, hospitality, premiums, restaurants, entertainment, sports, etc.
Must be willing to work in New York, NY
Must be willing to travel up to 40%
Must be able to work flexible hours, including evenings, weekends and holidays based on event schedule

Responsibilities

Serve as the primary guest communication liaison with event attendees: coordinating travel arrangements, answering attendee questions, troubleshooting event registration issues
Manage event invitation/RSVP process and maintain guests lists across multiple simultaneous events
Assist in the production of digital and print event collateral
Conduct research for upcoming events: venues, hotels, activities, transportation companies, gifting, merchandise, etc.
Serve as additional on-site support for local NYC events, and travel to events outside NYC as needed
Track extensive list of domestic and international shipments for events; liaise with FedEx and other couriers to resolve delivery issues
Help coordinate team shipping of supplies and materials for upcoming events, including unpacking and restocking upon return
Provide administrative support to the SVP - including calendar management, travel arrangements and corporate card/p-card reconciliation
Oversee team’s p-card for event air travel, reviewing and approving all team members’ individual p-card charges
Set up new vendors in company’s financial database and submit invoices for wire/check payments
Manage department’s events calendar and team travel/PTO schedules
Manage the inventory and use of iPads/iPods for events, and keep Spotify playlists current
Organize and maintain department closets and event supply inventory
Restock office supplies on an ongoing basis, or when team members request: printer ink, FedEx shipping supplies, name place cards, etc.
Assist with onboarding new team members: equipment ordering and setup, providing access to all necessary NBCU portals and websites
Train and help mentor the Corporate Events Page(s)