NYC-Based Project/Event Coordinator for Major Events

Are you an organized and dynamic professional with a passion for events? We're seeking a Project/Event Coordinator to work with our New York-based company specializing in major events. This position requires strong organizational skills to manage complex projects, coordinate with diverse stakeholders, and ensure the seamless delivery of large-scale, high-impact events.

Position Title: Project Coordinator

Job Description:

• Oversee, coordinate, conduct, and review all aspects of assigned event production tasks, including but not limited to planning, budgeting, PR & marketing, coordination of logistics, recruiting and managing event staff, venue coordination, and program implementation
• Schedule, coordinate, monitor, and review project timelines and ensure project goals are achieved in a timely manner
• Design, implement, monitor, and revise effective budget models for projects and forecast future budget needs
• Manage and execute all aspects of project associated fundraising processes to meet budget objectives
• Manage and monitor event expenses, create expense reports and process invoices
• Coordinate basic administrative operations pertaining to NPO activities including but not limited to setting up Board of Directors meetings, preparing meeting materials, taking minutes, and coordinating follow-up actions
• Coordinate the appearances of invited talent, artists, guests, etc. in projects including but not limited to communication with the agents and/or managers, visa coordination and attendance of rehearsals and performances as necessary
• Monitor, maintain, and create content for event website(s), e-newsletter(s), social media accounts, etc.
• Conduct market research, gather information, negotiate and execute contracts with suppliers
• Proactively and independently devise ideas, initiatives, and procedures to improve provided services and event quality
• Proactively and effectively handle issues and troubleshoot any on-site problems on event day
• Conduct pre-event and post-event evaluations and report on outcomes
• Conduct basic office administrative tasks including but not limited to: answering phones, managing and ordering office supplies, checking and sending emails, receiving couriers and/or messenger services, coordinating meetings for personnel
• Translate documents or interpret meetings between English and Japanese
• Assist in coordinating licensing or investment deals for theatrical productions
• Coordinate purchases and shipments of corporate gifts
• Support HR related tasks

Work Hours: Monday to Friday, 10:00am to 6:00pm　(On-Site only)

Location: New York, NY

Salary: $64,350〜 (Exempt)

Benefit:

• Medical, Dental, Vision Insurance: Company pays 80%
• Can provide commuting expense

Employment Type: Full-time, Direct hire

Qualifications:

• Bachelor's degree
• 3 years of relevant work experience in an administration or coordinating position is preferred
• Proficiency in Office applications (Word, Excel, PowerPoint)
• Excellent numeracy skills with an attention to detail
• Ability to thrive in a demanding environment with multitasking competencies
• Bilingual with excellent writing, speaking and presenting skills in both Japanese and English
• Interest in Japanese culture and arts and/or theatrical shows is a plus
• Website/Editing and design skill is a plus