Events & Team Coordinator

Full-time - Entry Level

Salt Lake City, UT

Administrative and Support Services

About the position

Volt is seeking an Events & Team Coordinator to join our team in Burbank, CA. This role is essential for providing comprehensive coordination and administrative services for a dynamic team that operates within a physical lab and manages various innovation project workstreams. The Events & Team Coordinator will be responsible for ensuring that all team activities are organized efficiently and effectively, facilitating communication among team members and external stakeholders, and managing logistical aspects of team operations. In this position, you will manage and coordinate both internal and external meetings, ensuring that all interactions with key stakeholders, including Studio Executives and Innovation Partners, are conducted with professionalism and tact. You will create agendas, take notes during meetings, and monitor action items to ensure tasks are completed in a timely manner. Additionally, you will assist in organizing the cadence of Partner Meetings in collaboration with the Business Development team. The role also involves overseeing purchasing through Disney's internal PO and expense system, which includes ordering new hardware, lab supplies, and craft services. You will be responsible for tracking delivery timelines and maintaining the budget for recurring expenses. Effective email management is crucial, as you will be expected to respond to all inquiries within four hours and ensure no emails remain unanswered at the end of each business day. Furthermore, you will manage the team's calendar, coordinating with high-level executives to prioritize appointments and communicate the daily schedule to ensure appropriate staffing. Travel management and documentation will also fall under your responsibilities, making this a multifaceted role that requires strong organizational skills and attention to detail. This is a full-time, 24-month hybrid contract opportunity, with on-site work required Monday through Thursday and remote work on Fridays.

Responsibilities

• Provide comprehensive coordination and administrative services for the team.
• Manage and coordinate internal and external meetings with key stakeholders.
• Create agendas and take notes for weekly Studio meetings, capturing team feedback and monitoring action items.
• Help manage the organization and cadence of Partner Meetings with the Business Development team.
• Organize and execute purchasing via Disney's internal PO and expense system, including tracking deliveries and maintaining budgets.
• Manage email account with a response time expectation of four hours or less, ensuring zero unanswered emails at the end of each business day.
• Manage calendaring, interfacing with high-level executives and communicating the daily schedule to the team.
• Manage team travel and travel-related documentation.

Requirements

• 5 years previous administrative experience.
• Proficiency in Keynote, AirTable, Excel, Google Workspace, MS-Office, Adobe, or Photoshop.
• Experience in email account management.
• Ability to manage calendaring effectively.
• Experience in managing team travel logistics.
• Ability to organize and execute purchasing tasks.
• Experience in creating meeting agendas.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Term life insurance
• Short term disability
• Accidental Death & Dismemberment (AD&D) insurance
• 401(k) plan
• Sick time
• Other types of paid leaves (as required by law)
• Employee Assistance Program (EAP)