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Title

Meeting Services Coordinator 

Description

Reporting to the Manager, Operations, Awards & Events, the Meeting Services Coordinator will execute meeting services and event requests, including working with department meeting and event planners for set up and tear-down of all Academy conference rooms and reception areas. You will also be responsible for the administration of Resource Scheduler and the overall facilitation of Wilshire Meeting Services including the upkeep of the staff break rooms and all meeting rooms and pantry areas. You will also work with associated vendors on catering and supply orders as well as handling other miscellaneous tasks as needed.

 

Responsibilities:

  • Execute meeting services requests per Academy standards.
  • Maintain vendor relationships to assure service accuracy.
  • Coordinate supply orders and maintain inventory levels.
  • Maintain coffee and water equipment throughout the building.
  • Work closely and communicate regularly with the Operations Administrator and Facilities department to ensure the smooth running of the Wilshire building as it relates to meetings and events.
  • Minor cleaning responsibilities of Academy refrigerators, trash removal, light sweeping/vacuuming.
  • Work with Security to coordinate vendor, catering, and event delivery logistics.
  • Assist in set-up of tables, chairs, and food/beverage for meetings as requested.
  • Various administrative tasks including:
    • Process department invoices and expense reports for manager approval.
    • Oversee Wilshire 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.
  • Additional A/V meeting responsibilities including:
    • Monitor and operate meeting sound, teleconference feed, and presentations for non-BOG meetings, and assisting during BOG meetings as requested.
    • Test teleconference connection with meeting participants, Facilities, and IT department.
    • Assist with in-room A/V presentations.
    • Assist with planning, facilitating, and executing all non-BOG meetings including collecting all meeting materials and content, and checking materials beforehand.
    • Test equipment and perform basic troubleshooting.
 
Position Requirements
  • Experience working in food and beverage/catering planning.
  • Proficiency in MS Office. Working knowledge of web conferencing tools (including Zoom and Skype) and audio-visual systems.
  • Ability to lift up to 50 lbs.
  • Must have a valid CA driver’s license in good standing.
  • Availability to work weekends, overtime, and late hours on short notice.
  • Excellent verbal and written communications skills with the ability to work with all levels of personnel, Academy members, and the public.
  • Ability to work quickly and efficiently in high-pressure situations.
  • Experience successfully working in a team environment and independently with minimal supervision.

 

If hired, we require all employees to be vaccinated against COVID-19, unless a medical or religious accommodation is needed as determined on a case by case basis.

 

#LI-DNI

 
Full-Time/Part-Time Full-Time  
Position Meeting Services Coordinator  
Exempt/Non-Exempt Non-Exempt  
Open Date 4/20/2022  
Location Beverly Hills  
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 accepting applications.

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