Coordinator, Special Projects, North America

Location: New York, NY
Field: PR/Communications
Min. Experience: 3-4 year(s)
Basis: Full-time

Description:

Candidate is an enthusiastic, self-starter who thinks creatively and strategically, has great people skills, and possesses the ability to maintain composure in demanding environments and situations.  The department executes events annually in local and national markets, including but not limited to, fashion runway shows and presentations, press previews and editor events, gala dinners and parties, brand pop-up events, and dinners.  Candidate must be resourceful, have strong attention to detail and work well both independently and collaboratively. Should have a passion for events and everything that is associated with events, from the long hours and manual labor to the glamorous red carpet moments.

RESPONSIBILITIES, TASKS, SKILLS:The Coordinator, Special Projects, North America, will support the vision and strategies of Karla Otto Special Projects in North America and reports to the Director of Special Projects. Responsibilities include coordination of special projects in collaboration with clients, vendors and other strategic partners.  The Coordinator’s primary role is to support the department with:

• Coordination of special projects including press events, launch events, cocktail receptions, dinners, fashion runway shows and product presentations.
• Daily administrative duties including: scheduling meetings, answering calls/emails, monitoring correspondence, editing and formatting documents, creating meeting agendas and recaps, and organizing documents and files.
• Managing vendor files and event venue files, maintaining current contact and cost information.
• Communication with vendors during all phases of project.
• Execution of agency press days.
• Maintaining industry event calendar and internal global client event calendar.
• Assist with budget management and cost reconciliation.
• Researching current and relevant areas in design, technology, industry standards, creative vendors/talent, music, pop culture, etc.
• Provide onsite support at events as required, including travel within US as needed.
• Creation of post-event recaps and event books.
• Event GPS database management.
• Willingness to work nights and weekends when necessary.

Requirements:

• Bachelor’s degree and minimum of 2-3 years’ experience in events or related field
• Adaptable person who excels in a fast paced, collaborative work environment 
• Excellent organizational skills and keen attention to detail
• Exceptional written and verbal communication skills
• Keen understanding of the fashion and entertainment industry
• Ability to multi-task and adhere to tight deadlines
• Knowledge of PC and MAC; including proficiency in Microsoft Office Suite including PowerPoint, Word and Excel; knowledge of InDesign and Photoshop a plus

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