Senior Coordinator, Events

Event Planning and Coordination • Assist in the development of event plans, timelines, budgets, and guests lists • Research and outreach to secure venues • Communicate with vendors to confirm details and ensure deliverables are met • Prepare, track, and manage event guest lists • Maintain event registration systems and track attendee information • Respond to inquiries from executives, staff, guests, talent, and filmmakers/showrunners • Draft and circulate evite copy and confirmation language to internal teams, executives, and vendors Event Execution • Provide on-site support during events, ensuring all logistics run smoothly • Point of contact for vendors, staff, and attendees during the event • Troubleshooting and resolving any issues that arise during the event Finance • Routing of contracts and approval forms • Open all premiere screening, premiere party, and event-related trave /glam POs • Reconcile event budgets • Submit and manage invoice payments for vendors including vendor set-up and paperwork • Manage event department American Express purchasing card transactions and expense reports • Submit and code individual corporate card expenses and reports Other • Research of venues, restaurants, vendors, event spaces, and activities across the wider Los Angeles area. Includes researching specific areas in alternate domestic/international locations depending on the event • Communicate with internal SPE departments to ensure that teams and executive offices have the most up-to-date information on upcoming events • Curation, purchasing, and distribution of approved client gifts • Tracking of the events calendar and ensuring that updates are made on a regular basis • Book and manage executive reservations for television conferences both local and out-of-town • Planned and initiated bi-weekly event meeting with larger publicity department for teams to discuss upcoming event needs • Register visitors, vendors, and guests for on-lot parking • Book screening rooms, security guards, and on-lot parking stalls for screenings or trailer launches that take place at Sony