Coordinator, Global Events and Publicity
About The Position
Be Part of the IMAX Experience. For more than 50 years, IMAX has been a global leader in entertainment technology, redefining how stories are experienced on the world’s biggest screens. Our mission is to power awe-inspiring experiences for audiences around the world. Our people make everything we do possible. We’re curious, creative, and driven by the belief that great work happens when people are trusted, heard, and supported. At IMAX, you’ll collaborate with purpose in an environment that values innovation, diverse perspectives, and learning at every stage. We invest in people and empower them to thrive. Our culture is grounded in trust and shaped by a shared belief that our best work happens together. By championing curiosity and encouraging courageous thinking, we push the limits of imagination and create experiences that redefine what’s possible. Careers here are shaped with intention, achievements are shared, and people always come first. With our global team spanning North America, Europe, and Asia, IMAX brings together proprietary software, world-class architecture, and cutting-edge technology with deep industry expertise. Together, we partner with leading filmmakers and studios, advance entertainment technology, and connect audiences around the world to The IMAX Experience. Come explore IMAX and create what inspires. Ignite your future with IMAX. About the Role: The Coordinator, Global Events and Publicity role will provide high-level support to the Global Events and Publicity team reporting to the VP, Head of Global Events with a dotted line into the VP, Publicity. The ideal candidate is a proactive problem-solver, detail-oriented, and thrives in a fast-paced, creative environment.
Requirements
- 1 year of experience working in an administrative capacity (experience in the events field preferred)
- Proficient in Microsoft 365
- Ability to perform physical tasks related to event setup, including lifting, carrying, and standing for extended periods
- Availability to travel (valid passport a plus) and work overtime/extended hours, as needed for special events, screenings, and meetings
- Detail – oriented with excellent organizational skills and the ability to multitask and prioritize projects while meeting deadlines
- Strong oral and written communication skills, with professional phone and email demeanor
- Strong sense of urgency
- Ability to cultivate strong relationships internally and externally
- Flexible and adaptable in fast-paced, ever-changing work environments
- Bachelor’s degree
Nice To Haves
- Canva experience a plus
Responsibilities
- Research venues in various cities to stay up to date on latest eateries and hotels
- Daily media monitoring and research to support key IMAX Corp Comm initiatives, as well as relevant industry news
- Compile and keep updated contact sheets for venues for internal use by both teams
- Collaborate with teams to ensure travel + logistics are properly identified and organized
- Create and order all printed materials: invitations, tickets, badges and signage
- Coordinate guest shuttle/parking logistics, as needed
- Prepare event confirmation letters for guests, executives, and talent/filmmakers
- Create, manage, and distribute staffing sheets for each event, along with a credential ID sheet
- Assist on-site at events, screenings + IMAX-led special events – must be comfortable with VIP clients and filmmakers, being nimble and calm in time of change and addressing issues on the fly
- Manage supplies needed for day-of event executions
- Brainstorm and research corporate communication media opportunities and consumer press + influencer promotional opportunities
- Conduct social media research and provide background information on key IMAX initiatives in the social media / digital publicity space
- Create schedules, as needed
- Support Global Events + Publicity with various administrative tasks across both teams
- Responsible for setting team meetings – must be comfortable setting calls across various time zones with multiple stakeholders
- Provide pre/post event support with tasks including organizing RSVPs, creating conference packets, managing promotional items and client gift inventory
- Manage internal master calendars, attend staff meeting and manage meeting note taking
- Budget tracking experience – track invoices/Pos, reconcile vendor changes and maintain budget sheets
- Reconcile expense reports for VP’s each month
- Create and update weekly decks for leadership meetings
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
