Job Description
Position Summary:
TKO is seeking an assistant who will support the Senior Vice President, Global Head of Corporate Events, Creative & Digital. We are seeking a proactive and detail-oriented Events Assistant to provide both essential and a broad range of support to the events and creative departments. This role requires excellent organizational skills, strong attention to detail, and the ability to multitask effectively in a fast-paced environment.
Some local / domestic travel is required. Extended hours may be necessary during peak event seasons and on larger projects.
Having a driver’s license and car are required.
Key Responsibilities:
- Organize and prepare agendas, materials, and follow-up notes for all meetings.
- Facilitate payment to vendors and track expenses, ensuring accurate accounting and adherence to budgetary guidelines.
- Submit and process event-related expense reports in SAP/Concur in a timely manner with the proper accounting codes, as well as expense reports for the SVP.
- Answer phones, schedule appointments, and manage calendars for the SVP and department staff.
- Support event coordination for a variety of properties and international marquee moments, including maintaining attendee lists, streamlining invitations, and ensuring confidentiality.
- Review vendor agreements in coordination with Legal.
- Provide on-site staffing at events and activations, assisting with check-in and providing overall support to hospitality and production teams.
- Curate and actively manage event calendars for departmental events and industry/cultural events.
- Work with Creative and Social teams to develop creative materials and assets.
- Work with PR/Internal Comms team on event communications, marketing, and social media strategies.
- Manage and upkeep the Events email inboxes, ensuring prompt responses and organization.
- Organize event supplies and inventory
- Maintain event spreadsheets and resource documents – i.e. files of sites, hotels, meeting rooms, and associated vendors
Qualifications:
- Minimum of 1.5 years of general business and administrative experience is required
- Experience working in an agency, event production or hospitality is recommended.
- Extensive knowledge of the film, television, media and sports industries highly recommended
- Interest in interior design is helpful.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Proficiency with Outlook, Microsoft Office Suite ex. Excel, Powerpoint(& Google’s equivalents, ex. Sheets, Slides); Zoom, WebEx; as well as event management platforms such as CVENT, Zkipster; and invoicing platforms such as, SAP Concur, is required.
- Strong communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
- Ability to handle challenging situations with poise, understanding, and tact, while maintaining professionalism.
- Consistent, dependable, and accurate in completing responsibilities/tasks
- Meticulous attention to detail and a commitment to maintaining confidentiality.
- Strong problem-solving, critical and analytical thinking skills
- Ability to work independently and collaboratively as part of a team.
- Flexibility to work occasional evenings or weekends as needed for events.
Job Tags
Work at office, Local area, Afternoon shift,