Live Events Coordinator

Disney Live Events is part of The Walt Disney Company looking after Live Character Entertainment in the South Asia, AUNZ, KR and JP region.

The Disney Live Events Team is dedicated to creating top quality entertainment-based character appearances and events to support key business initiatives, internal staff events as well as community outreach programs supporting the Disney, Disney-PIXAR, MARVEL and STAR WARS brands and franchises.

The Live Events Team creates, develops and produces Live Entertainment through Disney Character appearances and events which support a variety of lines of business including: Disney Parks Experience and Products, Disney Consumer Products, Disney Entertainment: Disney Plus and Studio Teams, Disney Corporate Communications and Community Outreach.

The Co-ordinator, Live Events will undertake a variety of day-to-day office and clerical tasks and is an integral part in ensuring that the department operations run smoothly and are successful in supporting other business activities.

Reporting directly to the Assistant Manager (Creative), Disney Live Events, the Coordinator provides daily operational, administrative and production support for the team. Responsibilities include production logistics and coordination for all Live Entertainment through Disney Character appearances, from Business-to-Business Events to Consumer events, movie premieres, fan events, trade shows, internal/external presentations, and various other special events.

RESPONSIBILITIES

Live Entertainment and Event Operations and Logistics:

• Create briefing materials and documents to track status, timelines, and resources of various projects and sub-projects.
• Coordinate event logistics such as talents, performers, props, costumes from pre-production to on-site execution to post evaluation.
• Create, update, and distribute production schedules and contact sheets.
• Coordinate department-wide travel logistics domestically and internationally.
• Provide information and estimates that inform budgets for assigned projects and/or events.
• Coordinate, organize, and track various event operations and logistics tasks such as invoice and payment processing, shipping, scheduling meetings, and sending communications related to events.
• Tracking of event expenditure, cost allocation.
• Assist with creation of Keynote and PowerPoint presentations to support events, presentations, and pitch meetings.
• On the ground event operation such as backstage duties, costume & production support at events including appearance coordination and guest interface.
• Other duties as assigned.

Asset Operations and Logistics:

• Coordinating asset movements domestically and internationally.
• Assist with pulling and packing character costumes for appearances and events.
• Coordinate returned laundered items are delivered in a timely manner and placed back into inventory.
• Assist with preparation of excess baggage for overseas travel.
• Coordinate documentation for asset shipments including commercial invoices and carnets.
• Coordinate costume maintenance including cleaning, packing, repairs, fittings, and alterations.
• Coordinate schedule and logistics for costume refurbishments.

Talent and Performer Logistics:

• Support the department to monitor and maintain our performer talent base within the region by keeping an ongoing, up to date database of performers.
• Assist with the co-ordination of performer talent auditions including booking locations, marketing materials, sign-in process, and audition management.
• Assist with notification and booking of performer talent for appearances or events.
• Coordinate travel itineraries for performer talent for appearances and events.

Admin and Financial:

• Coordinating meetings and conference calls with all stakeholders.
• Effectively prepping meetings, coordinating and reporting meeting outcomes.
• Work with internal stakeholders to create WBS elements for estimates and tracking purposes.
• Tracking of budget numbers, partnering with local finance and accounts teams for invoicing, payments, and reconciliation.
• Casual buyer responsibilities.
• Invoice/Purchase Order reconciliation and coding.
• Process cast and crew payments.
• Contract facilitation and coordinating cast and crew event schedules.
• Manage print and digital assets.
• Organize and manage event photos, documents and videos.
• Make a Wish Department point of contact.
• Other duties as assigned.

BASIC QUALIFICATIONS

• Experience in event planning and coordination.
• Strong organizational skills with attention to detail.
• Strong verbal and written communication skills.
• Ability to prioritize multiple, changing projects in a dynamic environment.
• Demonstrated ability to handle confidential information.
• Valid passport and willingness to travel domestically and internationally.
• Collaborative, team-oriented work style.
• Self-starter with immediate contribution to the event effort.
• Computer proficiency in a Windows environment (MAC skills a plus) and SAP systems.
• Demonstrated problem-solving and decision-making skills.
• Flexibility with work schedule, including weekends and holidays.
• Strong guest service skills.

PREFERRED QUALIFICATIONS

• Understanding of event elements like logistics, stage management, and audio/visual basics.
• Experience working with costumed characters or related fields.