Events Coordinator

VeeFriends logo VeeFriends

Job Description

VeeFriends is an intellectual property company founded through NFTs and Web3 technology. With an established community of token holders, VeeFriends is now expanding across different multimedia and experiences including animated skits, songs, video games, and an annual superconference “VeeCon”. VeeFriends was created by serial entrepreneur, and chairman of Vayner-X, Gary Vaynerchuk.
Consisting of 283 unique characters, and two “Series”, the VeeFriends universe was imagined and designed by Gary himself and aspires to promote characteristics and traits such as patience, kindness and empathy to help the world to find happiness. Beyond the digital art which lives on the ethereum blockchain, all Series 1 tokens provide holders with admission to VeeCon, an annual super-conference that provides VeeFriends token-holders unprecedented access to some of the biggest names in Web3 and Popular culture.
About the role:
We are looking for a tenacious, driven individual, eager to learn and grow, to join us as an Events Department Coordinator, supporting our team across all areas of end-to-end event planning and production. Our mission is to build bespoke events small and large, that drive value to the VeeFriends community and the brands with which we collaborate, through moments that matter, IRL and online. A key member of the team, the role will have a hand in nearly everything we do, supporting colleagues at all levels across a wide range of responsibilities. This person will be eager to learn the business and develop new skills and expertise across events and sponsorship sales and activation. They will be creative and be up for adventure, comfortable in high energy environments, working with high profile talent and executives, and proud to be representing our brand and leadership at every turn. Rarely will two days look the same!
What you'll do:

  • Work within a new, growing experiential team, and alongside other internal groups, to execute events from ideation through on-site execution
  • Independently plan smaller events and assist Events Team colleagues with the planning of larger events and activations
  • Attend and assist on events onsite when necessary
  • Build presentations, pitches, decks, and other internal and external facing documents
  • Contribute to managing team tracking documents such as calendars, long-lead planning, overall budgets, vendor contact lists, team checklists, etc
  • Work with members of the team to maintain project-level tracking documents such as budgets, workback schedules, run of show, talent & executive communications, inventories, invite and attendee lists, hotel room lists, Covid-19 health & safety documents, post-event reports and creative, etc
  • Facilitate vendor process with Legal and Accounting departments, including tracking contracts, vendor account onboard process, screener links, security & privacy assessment, invoicing, and tracking payments
  • Coordinate cross-departmental event-related meetings and notes as needed
  • Reconcile the team's purchase card and support with travel and expenses if needed
  • Maintain shipping manifests and outbound/inbound shipments to and from on-site activations as well as maintenance of department storage unit and inventory list
  • Research and keep abreast of industry trends, network of vendors, venues, and event production firms
  • Work with Events Team Colleagues, Talent teams or directly with managers and agents to book talent and manage logistics for talent and VIP participants/performers/guests of our events
  • Stay current on industry trends to help ideate creative event solutions
  • Assist with rooming list management and associated communications, inventory and budget tracking/reconciliation, as well as air/ground travel for arrangements for talent/guests and team
  • Route creative and other approvals internally and externally
  • Source vendors, mocks, pricing and order brand premiums
  • Support event registration, ticketing and allocation tracking, credentialing, and manage the necessary tech, collateral, and other materials for the execution of ticketing/credential/security plans
  • Support procurement and training of on-site event support staff
  • Oversee follow-up communications with attendees, talent, and sponsors, as appropriate, and create recap reports to showcase results
  • Ensure on-location offices are fully equipped upon arrival to long-term sites

What we'd love to see

  • 2+ years related experience in events required, preferably with entertainment, sports, or hospitality industry
  • Must be meticulously organized and be able to work within tight deadlines and changing conditions without compromising attention to detail
  • Must have self-starting work ethic and thorough project management skills
  • Ability to meet deadlines and handle various projects simultaneously
  • Be able to multi-task and adjust at a moment's notice; a good problem solver
  • Must be team-oriented, collaborative, and have a get-it-done approach
  • Passion for developing a career in events and experiences
  • Proficiency with Google Suite, Powerpoint, Canva, Keynote or all of the above preferred Personal discretion to deal with sensitive and confidential information
  • Exceptional multitasking skills and a strong attention to organization and detail
  • Strong interpersonal skills for working in a cross-functional team environment
  • Effective time management skills and experience prioritizing multiple projects and responsibilities at once
  • Ability to work both with a team and independently
  • Strong written and verbal communication skills
  • Works collaboratively (“team player”) and builds relationships
  • Displays professionalism and “grace under pressure”
  • Has a sense of urgency and conveys a positive, “can-do” attitude
  • Keen ability to prioritize workload and meet deadlines

We encourage you to apply even if you do not meet all of the requirements listed above. Skills can be used in many different ways, and your life and professional experience may be relevant beyond what a list of requirements will capture.
VeeFriends is an equal opportunity employer. We are committed to building a diverse and inclusive workforce and do not discriminate based on race, religion, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other legally protected characteristics.

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