Coordinator, Special Events

This is a Full Time Job

THE IMPACT AGENCY is a strategic marketing and events firm based in New York City and Los Angeles that leverages long-standing talent relationships to amplify word-of-mouth campaigns for film, television, and brands through organic social media engagement, traditional red-carpet events, tastemaker screenings and promotional mailers.

Summary of Position:
The Impact Agency is seeking a Special Events Coordinator to join our New York team to assist with event deliverables for in-person film and television screenings, premieres, and luncheons. Reporting to our Senior Director of Special Events, this role will assist in all facets and stages of the events lifecycle, from initial planning to post-event deliverables, ensuring a seamless event experience for guests, studio clients, and industry partners. The ideal candidate is a detailed, strategic thinker who has prior experience in Special Events, Talent Relations, Front of House, or Guest List Management within the entertainment industry.

Job Description:
• Work with the New York Team to distinguish the scope of work, event needs, and timeline for each project.
• Create and manage client-facing Master RSVP Trackers and Allotment Grids for small to large scale events
• Work with studio clients and filmmakers/talent to organize and streamline the invitation process, including reviewing, coding, and managing various guest-lists.
• Assist with RSVP tracking, allotment note distribution, invite distribution, guest communications pre & post event, and Front of House needs such as theater seating and ticketing.
• Attend theater walkthroughs with our Special Events Production Manager and studio clients to advise on best practices for Will Call and theater seating.
• Confirm seating chart configurations with theater Box Office teams for large-scale FOH events, and coordinate ticket pick-up/delivery with our Graphic Design Lead.
• Assist in creating theater seating charts tailored to talent, filmmaker, & executive needs, ticket stuffing, creating 'seating cheat-sheets' and digital seating charts for onsite needs.
• Manage on-site Will Call and Front of House set-up and execution for small to large scale events.
• Manage Will Call and Theater support staff on-site, including but not limited to instructing the team on scope and ticketing process prior to showtime, answering client or staff questions around the list and ticketing, and training/onboarding new Will Call support staff before their first event.
**Job description includes but is not limited to the above.

REQUIRED QUALIFICATIONS:
• Minimum of 2 years of related work experience in the entertainment industry.
• Available to work traditional East Coast hours, in addition to evenings and weekends, as required by event schedules.
• Able to take public transportation to/from theater walkthroughs and in-person events in the Greater New York City Area.
• Must live within the Greater New York City Area.
• Proficiency with PCs, Microsoft Office applications and Google Suite.
• Strong communications and interpersonal skills, in person and over email.
• Strong organization and time-management skills - Ability to prioritize, multitask, and diligently handle multiple events with overlapping timelines.
• Solution oriented - Ability to navigate high-pressure situations with discretion, professionalism, and calm composure.
• Proactive, strategic thinker with superior attention to detail.
• Ability to maintain confidentiality among high-profile/VIP talent, executives, influencers, and media attendees.
PREFERRED QUALIFICATIONS:
• Knowledgeable of the entertainment industry and pop-culture/current events.
• Prior Front of House experience and/or standing relationships with theaters in the Greater New York City area.
• Experience with the life cycle of special events, managing guest-lists for small to large scale screenings and/or premieres, and theater seating/ticketing.
• Proficiency with the Zkipster app.
• Comfortable with and/or experienced in 'Working-From-Home' dynamics.
• Comfortable with and/or experienced in being part of a small team with >20 members.

*A cover letter is not required to apply for this position.
*If you are not based in the Greater New York City Area, please refrain from applying.
*If you've already applied or emailed about this position, please refrain from re-applying or re-emailing.

Instagram: @impact_ig