The Events & Office Coordinator reports to the Senior VP, Operations/Chief of Staff, and is responsible for creating a professional atmosphere within the office and providing administrative support to the Events Department.
Event Responsibilities
Create and maintain databases related to all virtual and in-person events
Track invitations and RSVPs for all events
Manage online store
Maintain vendor relationship, and research and source materials related to events
Interface with catering vendors
Creating, ordering and tracking meeting and event materials
Work onsite for events when necessary
Office Management
Greeting members and guests upon arrival.
Coordinating with staff to set up on A/V issues.
Receives incoming deliveries as well as arranging for shipping when needed.
Organizes meetings, including menu planning arranging for catering needs.
Coordinates with the following:
Outside IT firm on all technology needs and issues
Building management
Cleaning Service
Track and maintain office supply inventory.
Maintains the appearance of conference room, lobby, kitchen/pantry, and storage room.
Performs special projects and tasks as directed.
Qualifications & Skills
Previous experience working in an office environment.
Knowledge of the following programs:
Office 360 (Microsoft Word, Excel, Outlook, etc.)
Zoom
Google Suite
ABOUT AICP
AICP represents, exclusively, the interests of independent companies that specialize in the production and post production of commercials in various media-film, video, digital-for advertisers and agencies. The association, with national offices in New York and Los Angeles as well as regional chapters across the country, serves as a strong collective voice for this $5 billion-plus industry. Founded in 1972, AICP assists its members by: disseminating information; representing production and post production companies within the advertising community in business circles, in labor negotiations and dealing with employment issues; and before governmental officials; developing industry standards and tools; providing professional development; and marketing American production and post production via events and awards shows.
AICP is an equal opportunity employer. We do not discriminate against employees or applicants for employment because of race (including hair texture and protective hairstyles), age, ancestry, creed, color, religion (which includes religious belief, observance and practice, and dress or grooming practices), gender, sexual orientation, transgender status, pregnancy (including breastfeeding, childbirth and related medical conditions), unemployment status, gender identity, presentation or expression (including cisgender/transgender status, non-binary or intersex status), gender nonconformity, marital or partnership status, national origin, physical or mental disability, medical condition (including any cancer-related physical or mental health impairment from a diagnosis, record or history of cancer, or a genetic characteristic), covered veteran and/or military status, genetic information (including information about an individual's genetic tests, family member's receipt of, or request for, genetic services, and participation by an individual or their family member in a clinical research that includes genetic services), genetic predisposition, alienage, citizenship or immigration status, sexual and reproductive health decisions, familial status, caregiver status, arrest or conviction record, credit history, salary history, status as a victim of domestic violence, stalking or sex offenses, or any other characteristic that is protected under applicable federal, state and local law (collectively "Protected Characteristics"). This policy applies to all employment practices of AICP including, but not limited to, recruiting, hiring (or failure to hire), placement, promotions, transfers, training, compensation, fringe benefits, demotions, layoffs, and termination.
In addition, in furtherance of AICP's policy not to discriminate against employees on the basis of sex/gender or gender identity, presentation, and expression of nonconformity, AICP gives employees the option of indicating their preferred gender pronoun. Employees are encouraged to utilize the complaint procedures set out in AICP's Anti-Discrimination and Anti-Harassment Policy to address any concerns regarding this policy. AICP will not allow any form of retaliation against individuals who raise issues of equal employment opportunity. Violation of this policy will lead to discipline, up to and including termination.