We’re hiring a creative, hard working, friendly face! (that’s code for “We’re hiring an Agency Coordinator!”)
We are currently hiring an awesome individual for our Agency Coordinator position!
This position is a dynamic, real-world, hands-on experience working in support of high-profile clients to produce one-of-a-kind events and experiences in a fast-paced, client-facing environment. Although you’re guaranteed to encounter some standard industry stress along the way, we promise you’ll have a BLAST!
What does an Agency Coordinator do?
You’ll be reporting directly to the President and perform a variety of agency, event and client related responsibilities, inclusive of (but not limited to) the following:
Utilize Monday.com to track and report milestone status of all tasks
Prepare Google Drive project folders
Prepare Monday.com project planning boards
Manage Agency calendar (send/manage calendar invites)
Update/send contracts and SOW’s for client projects, subcontractor agreements, temp staff, etc. (utilizing Google docs and Docusign)
Coordinate agency travel (airfare, hotel/AirBnb, meals, etc.)
Manage vendor and subcontractor payments in Quickbooks (enter checks/payments into Quickbooks for review; President to issue all payments)
Track, manage and document event expenses (track receipts, invoices, vendor contracts, etc), upload them to Google project folder and link documents into Event Master Budget
Prepare reimbursable expense reports for clients using templates
For complex, large-scale events where the Agency is contracted to provide comprehensive Guest Management, the Agency Coordinator will provide the following support:
Provide oversight and management of guest RSVP tracking, communications and seating assignments;
Order guest check-in technology (iPads, etc.)
Order guest check-in supplies
Manage/execute temp staff training sessions
Interact directly with client to manage last minute RSVP/seating changes
Set-up/maintain event ticketing & auction microsite (GiveSmart, Classy, etc.)
Add auction items to event microsite
Schedule guest communications (emails, texts, etc.) in coordination with the client
Assist with event close out process (from a guest management process)
Support the agency team onsite during critical events/activations by performing the following tasks:
Provide onsite management of temp staff team
Manage overall guest check-in experience
Manage onsite fundraising process (tracking of auction bids and appeal commitments)
Required Skill Sets:
Must demonstrate problem solving skills and an ability to come up with multiple solutions as issues/challenges arise
Must be able articulate concepts, next steps and action items effectively in writing (to team members, vendors and clients)
Must be able to communicate clearly in writing (emails) and in person (during meetings, updates, etc.); must provide responses to emails, texts and calls in a timely and clear manner
Must be self-motivated, proactive, and be able to take initiative while communicating circumstances clearly to team members
Must be able to work efficiently and manage time well (even remotely)
Must prioritize excellence in critical thinking, time management/punctuality, communication and follow-through/follow-up
Must be highly organized and attentive to detail
Must be proficient in Microsoft Word, Excel & PowerPoint (or Google alternatives)
Why we think you’ll love working with us:
Small woman-owned company
Hybrid position (remote and in-person work requirements)
Flexible hours (schedule to be determined at time of hire)
Travel opportunities
Cool swag boxes for new team members…like, really cool.
Future growth opportunities
Position Title: Agency Coordinator (Part-Time) This position reports directly to the President.
Pay Rate/Hours: $20/hour (20 hours per week) NOTE: Bonus incentives for additional event support.
What Enneagram type are you? Before submitting your application, complete the Enneagram quiz by clicking the link below.
Apply below to join the team!