Job Description

Position Summary:

TKO is seeking an assistant who will support the Senior Vice President, Global Head of Corporate Events, Creative & Digital. We are seeking a proactive and detail-oriented Events Assistant to provide both essential and a broad range of support to the events and creative departments. This role requires excellent organizational skills, strong attention to detail, and the ability to multitask effectively in a fast-paced environment.

Some local / domestic travel is required. Extended hours may be necessary during peak event seasons and on larger projects.

Having a driver’s license and car are required.

Key Responsibilities:

• Organize and prepare agendas, materials, and follow-up notes for all meetings.
• Facilitate payment to vendors and track expenses, ensuring accurate accounting and adherence to budgetary guidelines.
• Submit and process event-related expense reports in SAP/Concur in a timely manner with the proper accounting codes, as well as expense reports for the SVP.
• Answer phones, schedule appointments, and manage calendars for the SVP and department staff.
• Support event coordination for a variety of properties and international marquee moments, including maintaining attendee lists, streamlining invitations, and ensuring confidentiality.
• Review vendor agreements in coordination with Legal.
• Provide on-site staffing at events and activations, assisting with check-in and providing overall support to hospitality and production teams.
• Curate and actively manage event calendars for departmental events and industry/cultural events.
• Work with Creative and Social teams to develop creative materials and assets.
• Work with PR/Internal Comms team on event communications, marketing, and social media strategies.
• Manage and upkeep the Events email inboxes, ensuring prompt responses and organization.
• Organize event supplies and inventory
• Maintain event spreadsheets and resource documents – i.e. files of sites, hotels, meeting rooms, and associated vendors

Qualifications:

• Minimum of 1.5 years of general business and administrative experience is required
• Experience working in an agency, event production or hospitality is recommended.
• Extensive knowledge of the film, television, media and sports industries highly recommended
• Interest in interior design is helpful.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Proficiency with Outlook, Microsoft Office Suite ex. Excel, Powerpoint(& Google’s equivalents, ex. Sheets, Slides); Zoom, WebEx; as well as event management platforms such as CVENT, Zkipster; and invoicing platforms such as, SAP Concur, is required.
• Strong communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
• Ability to handle challenging situations with poise, understanding, and tact, while maintaining professionalism.
• Consistent, dependable, and accurate in completing responsibilities/tasks
• Meticulous attention to detail and a commitment to maintaining confidentiality.
• Strong problem-solving, critical and analytical thinking skills
• Ability to work independently and collaboratively as part of a team.
• Flexibility to work occasional evenings or weekends as needed for events.

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