Program Coordinator Job at RED VELVET
OVERVIEW:The Program Coordinator (PC) is a key role within the Production team, as this position is a stepping-stone to becoming a Producer while providing vital support in multiple facets to the company and team. (S)he assists with bringing a program/activation to life from inception through to the end, while capitalizing on communication and operations with vendor partners, learning how to project manage, handle logistics, and bring the vision to life through (live or virtual) execution. Although this position is with the intent to graduate to a Producer, by displaying consistent performance of the above, a PC has the ability to shape their own path and role within the company whether that is more geared towards RED VELVET’s Marketing/Social, Creative or Account Management role.
PERSONAL CHARACTERISTICS & SKILLS:
KEY RESPONSIBILITIES: Although the key responsibilities below are also overseen by the Executive Producer/Lead Producer, it is with the intent that a PC will strengthen these responsibilities, present ownership and take initiative as they develop in this position.
Program Lifecycle
Business Leadership & Development
ADVANCEMENT TO THE NEXT LEVEL:
DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities, and qualifications required of associates assigned to this job.
** This is a role that, while not open at the moment, we’re always looking for top performers to join our fantasy team. We encourage interested applicants to apply - as we regularly review the applicants to find matches for these opportunities.
PERSONAL CHARACTERISTICS & SKILLS:
- Phenomenal Interpersonal Skills
- Able to communicate in a clear, consistent, honest and transparent manner
- Team player and facilitator of collaboration
- Can read a room and pivot accordingly
- Problem Solver
- Acts with urgency and has a bias towards action; is solution-obsessed
- Identifies opportunities and potential problems, addressing them effectively and efficiently
- Takes initiative by identifying where support may be needed, instead of asking “Is there anything I can help with?”
- Admits to and learns from mistakes
- Professionalism
- Can hold his/her own in a challenging situation with composure and respect
- Feels accountable, takes responsibility and ownership for his/her work
- Takes pride in representing RED VELVET; always conducts oneself with decorum and professionalism
- Advanced Organizational Skills
- Has a “sixth sense” for managing multiple elements at once and can deftly orchestrate and guide simultaneous workstreams to ensure team has sufficient time to do their best work
- Can ‘connect the dots’ - has the ability to associate one idea with another and find the ‘big picture’
- Detail-oriented with the ability to identify and resolve discrepancies in data or text
KEY RESPONSIBILITIES: Although the key responsibilities below are also overseen by the Executive Producer/Lead Producer, it is with the intent that a PC will strengthen these responsibilities, present ownership and take initiative as they develop in this position.
Program Lifecycle
- Program Initiation - Help steward the proposal process by collaborating with the designated pod (pods are composed of leads from each discipline - creative, account, and production), providing guidance and input based on natural strengths and when specific logistical information is required for the proposal (e.g., verification of venue availability/options/wholesale pricing, virtual platform recommendations, estimated hours for team to plan & execute, etc.).
- Program Management - Works integrally with other agency departments to determine which company (and self-created) tools are necessary to implement within the program lifecycle to best manage the program at hand, providing the clearest internal and external communication and expectations.
- MASTER sheet upkeep (generally except the budget)
- File Management
- Taking meeting minutes during pod/Client meetings
- Resourcing - Assess which suppliers best fit the goals of the program, utilizing vendors/partners that can make the concept best come to life while also considering Client goals and budget. Support in negotiating and managing contracts while keeping the following in mind: company liability, profitability, respecting the event partner relationship and value.
- Securing Special Events City Permits
- Securing staff for day-of execution
- Budget Management - Ensure all hard and soft costs to produce a program are accounted for, clearly recorded, and communicated to all stakeholders.
- Day-Of Execution - Ensure everything that was committed to and planned for during the planning phase is delivered to the Client’s satisfaction. Orchestrating and coordinating partner delivery and follow-through in accordance with what was agreed to in the planning phase. Swiftly managing unforeseen incidents and/or circumstances that may arise unexpectedly.
- Ability to lift 30lbs and maintain endurance while operating with a sense of urgency
- Post Program - Ensures all event partners are paid in a timely manner and works integrally with the Account Lead and Finance Specialist for financial closure of the program.
Business Leadership & Development
- Suppliers - Actively builds and strengthens relationships with local and global industry suppliers and other strategic partners.
- Trendsetter - Stay current with industry trends, if not creating them, to positively influence Client programs and ideas implemented.
- Client Relations - Works in tandem with Account Lead/pod to build and maintain strong Client relationships to the point where RED VELVET is viewed as indispensable, a strategic partner, and the leader within the industry.
- Company Culture - Positively contribute to the company culture by showing up, joining in, speaking up, engaging, welcoming collaboration, and being your own kind of leader. Understand where your strengths and company deficits overlap to influence new company initiatives or identify missed opportunities.
- Career/Self Development - Whether it’s seeking a mentor, attending classes/training sessions, or job shadowing, identify and invest in your own career development.
ADVANCEMENT TO THE NEXT LEVEL:
- Consistently demonstrate all key areas of responsibilities listed above for current job description
- Proven track record in current position and demonstrated capability and initiative to continue to grow into role
- Excellent standing with the agency defined by performance review, agency reputation, client and peer feedback
- Is seen as a leader both within the team and with the client
- Proven ability to successfully maintain and grow business through excellent project management and efficient use of resources
DISCLAIMER: This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities, and qualifications required of associates assigned to this job.
** This is a role that, while not open at the moment, we’re always looking for top performers to join our fantasy team. We encourage interested applicants to apply - as we regularly review the applicants to find matches for these opportunities.
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