Corporate Services Coordinator

NBA NBA•Secaucus, NJ

1d•Hybrid

About The Position

This position supports business objectives within the Corporate Services department through the completion and administration of task‑ and project‑based work. Responsibilities are generally routine or well‑defined, with some assignments involving team collaboration. Most tasks are completed with limited supervision due to prior experience and subject‑matter knowledge, are recurring in nature, and may support multiple department leaders.

Requirements

Bachelor's degree
High level of proficiency in Microsoft Word, Excel, PowerPoint, Outlook
A minimum of 2+ years of event planning experience (VIP, executive-level familiarity a plus)
Strong attention-to-detail
Ability to meet deadlines
Exceptional organizational, multitasking, and prioritizing abilities
Ability to work independently
Discretion and a high level of confidentiality
Strong interpersonal skills and the ability to effectively communicate across all levels of the organization
Team player
Track record of successfully working as part of a team, in a fast-paced deadline driven environment
Ability to travel - both domestic and international; approximately 20% travel

Nice To Haves

VIP, executive-level familiarity a plus

Responsibilities

Assist with the guest list, invitation and credential process for key league VIP meetings and events.
Serve as testing liaison between department and Meeting Evolution for event invitations.
Collect and compile all attendance requests.
Update guest communication to accurately reflect event details.
Assist with meticulous evite/registration site testing and compiling group notes.
Cross check multiple lists to ensure accuracy.
Confirm guest credential copy.
Assist with interdepartmental communication, including requesting guest status updates and accurately updating internal reservation system.
Assist with credential printing and copy review to ensure accuracy.
Assist with monitoring event mailbox and managing requests accordingly.
Assist with the mobile invite process for key league social functions.
Assist with—and at times independently manage and execute—smaller-scale league meetings in the New York/New Jersey offices. Responsibilities include accurately communicating all event details (date, time, location, attendees, Zoom access, IT needs, food and beverage) to internal stakeholders.
Partner with internal teams to secure appropriate meeting space and select menus that align with program needs and budget.
Assist with various special events and meetings throughout the year under the event lead’s direction, which may include restaurant, floral, and venue research; guest list coordination and ticketing; food and beverage management; virtual and onsite meeting assistance; transportation; credentials and security coordination and ticketing; general administrative tasks such as shipping, ordering supplies, and merchandise assistance; IT coordination; event office setup and record‑keeping; hotel, travel, ticket, and flight arrangements; and budget reconciliation.
Assist with the payment of invoices, which includes proper coding in Corcentric (internal invoice payment system) to ensure budgets are properly managed and vendors are paid according to the negotiated payment terms.
Assist with contract processing, including submitting documents via the DocuSign system to ensure league events are properly managed and executed.
Responsible for updating and maintaining all master service agreements, catering menus and key contacts for all NBA\WNBA arenas and the NYC venue and restaurant book.
Responsible for all merchandise, warehouse, and shipping inventory.
Responsible for the reconciliation of various corporate, meeting, purchasing and travel cards which includes verifying the accuracy of the charges, proper account coding and adhering to deadlines.