Private Events Coordinator

Seeking a career-oriented person who wants a long-term, full-time 40 hour subcontract position for a two-person established events entertainment agency. This position can be partly home-based, and partly with me in Midtown Manhattan. Hours are somewhat flexible but must include mornings. You will be working using our in-house contract management and CRM software and will be my right-hand person.

My booking agency contracts musical entertainers for private events, such as private parties, corporate events, gala fundraisers, weddings, campus events, and 50th birthday parties. We've been incorporated for 12 years and (except for 2020) have grown in revenue every year.

The ideal candidate is bright, possesses outstanding written and verbal communication skills, is detail oriented and is highly proficient in Mac/Apple environment.

Client-facing job. You will be communicating with our clients and prospective clients through email and phone, replying to inquiries that come in through our website. You will communicate with venues to collect information for our performers so they know what to expect when they arrive to load in and set up their musical equipment. You will write contracts (with templates) for our clients. You will forward information to our entertainers with all of the details they need to successfully service our clients.

We have our own contract management system that includes a database with every detail of each lead and each job and with functionality to automatically generate proposals, contracts, talent confirmation, calendar entries and more. Much of the tasks are automated. The human part is to review each document you generate and make minor edits needed before sending to the client, venue, or performer. There is a lot of toggling back and forth between screens so you should be a ninja at working on a Mac.

Day-to-Day Responsibilities:

respond and follow up to incoming inquiries by email and phone

send out proposals (quotes)

generate contracts using our templates

invoicing with quickbooks online

coordinate with venue for day-of technical/insurance/power/space requirements

collect and disseminate booking info to talent

maintain calendar and to-do lists

create invoices in Quickbooks

Requirements:

Highly organized mind

Strong writing and spoken communication skills

Commitment to accuracy and detail

Ability to navigate quickly through multiple windows on Mac environment

4 year college degree

Living in or around NYC

Able to start immediately

Helpful:

Driver's License

Own a Mac computer / iPhone

Experience organizing events, and/or production coordination, and/or organizing the entertainment side of events

There is plenty of room for growth in pay, title and in responsibility as you are able to take more and more responsibilities off of my plate. Let's discuss where you want to be in 2 years, 5 years. This is an exciting opportunity for a driven professional!