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Title

Meeting Services Coordinator 

Description

Job Summary:

The Meeting Services Coordinator will primarily be responsible for the execution of meeting services and event requests under the supervision of the Meeting and Events Manager. These include but are not limited to working with department meeting and event planners for set up and tear down of all of the Academy conference rooms and reception areas. Coordinator will also be responsible for the administration of Resource Scheduler and the overall facilitation of Meeting Services for our Hollywood location. This includes the up keep of all meeting rooms, staff break room, pantry areas and meeting services catering and supply orders, which includes coordinating with associated vendors, along with handling other miscellaneous tasks as required.

Duties and Responsibilities:

  • Maintain vendor relationships to assure service accuracy.
  • Various administrative tasks, including:
    • Processing department invoices and expense reports for manager approval.
    • Overseeing master calendar which includes daily review and booking of Academy meetings and events via Resource Scheduler.
    • Review meetings and events calendar daily for proper planning.
  • Responsibilities for meeting services includes:
    • Coordinate supply orders and maintain inventory levels set by management.
    • Work with Security to coordinate vendor, catering and event delivery logistics.
    • Maintain coffee and water equipment throughout the building.
    • Assist in setting up tables, chairs, and food/beverage for meetings as requested.
    • Effectively execute meeting services requests per company standards.
    • Work closely with and communicate regularly with Operations Administrator and Facilities department to ensure smooth running of the building as it relates to meetings and events.
  • Minor cleaning responsibilities of refrigerators, trash removal, and light sweeping/vacuuming.
 
Position Requirements
  • Ideal candidate will have a background working in food and beverage/catering planning.
  • Must have excellent verbal and written communications skills with the ability to work with all levels of personnel, Academy members, and the public.
  • Must have the capacity to work quickly and efficiently under high-pressure situations.
  • Experience working in team environment and independently with minimal supervision.
  • Proficiency in MS Office.
  • Must be able to lift up to 50 lbs.
  • Must have a valid CA driver’s license in good standing.
  • Ability to work weekends, overtime, and late hours on short notice.
 
Full-Time/Part-Time Full-Time  
Position Meeting Services Coordinator  
Location Hollywood  
About the Organization The Academy of Motion Picture Arts and Sciences is a global community of more than 10,000 of the most accomplished artists, filmmakers and executives working in film. In addition to celebrating and recognizing excellence in filmmaking through the Oscars, the Academy supports a wide range of initiatives to promote the art and science of the movies, including public programming, educational outreach and the Academy Museum of Motion Pictures.
 
EOE Statement The Academy is committed to equal opportunity in employment and to creating and valuing diversity in its workforce. Maintaining a diverse workforce is important to the Academy. The Academy enforces a strict policy that prohibits discrimination in hiring, training, compensation, promotion, transfer, or termination, whether on the basis of race, color, national origin, religion, sex, disability, age, veteran status, sexual orientation or genetic information. This includes a workplace that is free of all forms of harassment. Also, to help foster diversity, the Academy uses programs that ensure fairness of opportunity, pay, and growth to all applicants and employees. Every employee of the Academy is required to follow this policy and to preserve the Academy’s commitment to diversity.  

This position is currently not accepting applications.

To search for an open position, please go to http://oscars.appone.com



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