Coordinator, Special Events

Coordinator, Special Events

The Impact Agency (New York)

THE IMPACT AGENCY is a strategic marketing and events firm based in New York City and Los Angeles that leverages long-standing talent relationships to amplify word-of-mouth campaigns for film, television, and brands through organic social media engagement, traditional red-carpet events, tastemaker screenings and promotional mailers.

Summary of Position:

The Impact Agency is seeking a Special Events Coordinator to join our New York team to assist with event deliverables for in-person film and television screenings, premieres, and luncheons. Reporting to our Senior Director of Special Events, this role will assist in all facets and stages of the events life-cycle, from initial planning to post-event deliverables, ensuring a seamless event experience for guests, studio clients, and industry partners. The ideal candidate is a detailed, strategic thinker who has prior experience in Special Events, Talent Relations, Front of House, or Guest List Management within the entertainment industry. 

Job Description:

• Work with the New York Team to distinguish scope of work, event needs, and timeline for each project.
• Create and manage client-facing Master RSVP Trackers and Allotment Grids for small to large scale events
• Work with studio clients and filmmakers/talent to organize and streamline the invitation process, including reviewing, coding, and managing various guest-lists. 
• Assist with RSVP tracking, allotment note distribution, invite distribution, guest communications pre & post event, and Front of House needs such as theater seating and ticketing.
• Attend theater walkthroughs with our Special Events Production Manager and studio clients to advise on best practices for Will Call and theater seating.
• Confirm seating chart configurations with theater Box Office teams for large-scale FOH events, and coordinate ticket pick-up/delivery with our Graphic Design Lead.
• Assist in creating theater seating charts tailored to talent, filmmaker, & executive needs, ticket stuffing, creating ‘seating cheat-sheets’ and digital seating charts for onsite needs.
• Manage on-site Will Call and Front of House set-up and execution for small to large scale events.
• Manage Will Call and Theater support staff on-site, including but not limited to instructing the team on scope and ticketing process prior to showtime, answering client or staff questions around the list and ticketing, and training/onboarding new Will Call support staff before their first event.

**Job description includes but is not limited to the above.

REQUIRED QUALIFICATIONS:

• Minimum of 2 years of related work experience in the entertainment industry.
• Available to work traditional East Coast hours in addition to evenings and weekends which is often required by event schedules. 
• Able to take public transportation to/from theater walkthroughs and in-person events in the Greater New York City Area.
• Must live within the Greater New York City Area.
• Proficiency with PCs, Microsoft Office applications and Google Suite.
• Strong communications and interpersonal skills, in person and over email. 
• Strong organization and time-management skills — Ability to prioritize, multitask, and diligently handle multiple events with overlapping timelines. 
• Solution oriented — Ability to navigate high-pressure situations with discretion, professionalism, and a calm composure.
• Proactive, strategic thinker with superior attention to detail. 
• Ability to maintain confidentiality among high-profile/VIP talent, executives, influencers, and media attendees. 

PREFERRED QUALIFICATIONS:

• Knowledgeable of the entertainment industry and pop-culture/current events.
• Prior Front of House experience and/or standing relationships with theaters in the Greater New York City area.
• Experience with the life cycle of special events, managing guest-lists for small to large scale screenings and/or premieres, and theater seating/ticketing.
• Proficiency with the Zkipster app.
• Comfortable with and/or experienced in ‘Working-From-Home’ dynamics. 
• Comfortable with and/or experienced in being part of a small team with >20 members. 

Please send your current resume to asst@theimpactagency.net. 

*A cover letter is not required to apply for this position.

*If you are not based in the Greater New York City Area, please refrain from applying.

*If you’ve already applied or emailed about this position, please refrain from re-applying or re-emailing. 

www.theimpactagency.net

Instagram: @impact_ig