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Senior Coordinator, Awards and Events 


Provide administrative support to the Senior Vice President, Awards and Events.  The candidate must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision. The senior coordinator should have a passion for special event management, provide outstanding customer service and be an enthusiastic professional who has the ability to build relationships with internal and external vendors.


Duties and Responsibilities:


Event Planning and Production

  • Assist with negotiations for space contracts and book event space
  • Arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of executives
  • Gathers information on each project to achieve quality event productions
  • Conduct research, make site visits, and find resources to assist staff in making decisions about event possibilities
  • Create and revise room layouts for each event
  • Propose new ideas to improve the event planning and implementation process
  • Serve as liaison with vendors on event-related matters
  • Assist with managing on-site production and clean up for events as necessary
  • Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
  • Close out all events as required

Event Administration

  • Supports Senior Vice President, Awards and Events in managing calendar, making/scheduling meetings and travel arrangements; and managing phone calls
  • Experience working with senior executives, VIP’s, C-suite and Board members
  • Assist with preparing and maintaining budgets including but not limited to check requests, invoicing and reporting
  • Provide periodic progress reports to staff directors for each event project
  • Coordinate appointments for site visits or tastings, and scheduling of events on the calendar, in addition to sending out calendar appointments to all participants
  • Prepare and modify event contracts as requested
  • Knowledge of entertainment industry a plus
  • Review, proofread and edit a variety of documents for accuracy, proper formatting, grammar, and spelling to ensure professional consistent output
  • Ability to take minutes and develop reports for a variety of meetings.
  • Submit for licenses
  • Detailed orientated
  • Other Duties as assigned


Position Requirements
  • Bachelor’s degree preferred; or equivalent work experience
  • At least 2-3 years’ experience with office administrative management
  • At least 2 years’ experience coordinating special events
  • Proficient using the latest versions of Outlook, Microsoft Word, Excel, PowerPoint, Access
  • Excellent written and verbal communication skills
  • Ability to manage multiple projects and work assignments
  • Excellent interpersonal skills both in person and by phone, with high professionalism
  • Ability to accomplish projects with little supervision
  • Fantastic customer service orientation and high expectations for quality
  • Must be willing to work occasional evenings and weekends
  • Use of personal automobile may be required and may be assigned on short notice


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.



Full-Time/Part-Time Full-Time  
Position Senior Coordinator  
Exempt/Non-Exempt Non-Exempt  
Open Date 10/14/2022  
Location Los Angeles  
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.  

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