Project Coordinator

Position Title:
Project Coordinator

Job Description:

• Plan, coordinate, execute, and review all aspects of assigned event production activities, including but not limited to budgeting, public relations and marketing, logistics, event staffing, venue coordination, and program implementation

• Develop, monitor, and revise project timelines and ensure milestones and objectives are achieved in a timely manner

• Design, implement, monitor, and revise effective budget models for projects and forecast future budget needs

• Manage and execute all aspects of project associated fundraising processes to meet budget objectives

• Manage and monitor event expenses, create expense reports and process invoices

• Coordinate administrative operations pertaining to NPO activities including but not limited to setting up Board of Directors meetings, preparing meeting materials, taking minutes, and coordinating follow-up actions

• Coordinate the participation of invited talent, artists, performers, and guests, including but not limited to communication with the agents and/or managers, assisting with visa arrangements, and attending rehearsals and performances as necessary

• Monitor, maintain, and create content for event website(s), e-newsletter(s), social media accounts, etc.

• Conduct market research, gather information, negotiate and execute contracts with suppliers

• Proactively and independently devise ideas, initiatives, and procedures to improve provided services and event quality

• Proactively and effectively handle issues and troubleshoot any on-site problems on event day

• Conduct pre-event and post-event evaluations and report on outcomes

• Provide responsive day-to-day operational and administrative support, including handling time-sensitive research requests, answering phones, monitoring and responding emails, managing office supplies, receiving couriers and messengers, and coordinating meetings internal and external meetings.

• Translate documents or interpret meetings between English and Japanese

• Coordinate the purchases and shipments of corporate gifts

• Provide administrative support for human resources-related matters

• Perform other duties as assigned

Work Hours:
Monday to Friday, 10:00am to 6:00pm
* Full onsite for the first few months, then hybrid (3 days/week onsite).

Location:
New York, NY

Salary:
Salary: $66,300 Annual / Exempt. Non-exempt classification may also be considered.

Benefit:

• Medical, Dental, Vision Insurance: Company pays 80%

• OMNY card provided for NYC public transportation

Employment Type:
Full-time, Direct hire

Qualifications:

• Bachelor's degree

• 3 years of relevant work experience in an administration or coordinating position is preferred

• Proficiency in Office applications (Word, Excel, PowerPoint)

• Excellent numeracy skills with an attention to detail

• Ability to thrive in a demanding environment with multitasking competencies

• Bilingual with excellent writing, speaking and presenting skills in both Japanese and English

• Interest in Japanese culture and arts and/or theatrical shows is a plus

• Website/Editing and design skill is a plus