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Assistant, Speakers Bureau & Events

Speakers Bureau | New York, NY | Temporary

Job Description

Sesame Workshop is looking for an Assistant, Speakers Bureau & Events.   The position would primarily report to the Manager, Speakers Bureau to support efforts to secure and facilitate speaking engagements to elevate the brand and mission of Sesame Workshop. This position will also assist the Public Affairs & Special Events department with overall administrative needs to execute events. The Events team is continually coordinating regularly scheduled calendar events and speaking engagements, while also planning for new initiatives and event requests.

Please note: This position is a temporary position to work Monday – Friday for at least 35 hours a week at our NYC headquarters.  It is initially for 3 months with possible extension.

 

RESPONSIBILITIES

Support with fielding Speakers Bureau requests and proactively securing additional opportunities to elevate Sesame Workshop initiatives and content. Responsibilities include:

  • Perform a high volume of outreach and research for potential opportunities;
  • Draft summary briefs about conferences, summits, and other convenings where Sesame Workshop might pursue speaking opportunities;
  • Take notes during intake calls to capture the details of speaking opportunities to share with potential speakers;
  • Coordinate with the legal department to prepare speaker agreements and/or permission letters to protect Sesame Workshop’s representatives and content;
  • Represent speakers and company mission to a variety of potential hosts, including colleges, universities, corporations, conferences, and nonprofits in the United States and internationally;
  • Steward planned engagements, including coordinating logistics and facilitating communication between VP of Public Affairs & Special Events, speaker, and event hosts;
  • Maintain a current database of conferences, workshops, event hosts, and organizational partners;
  • Arrange pre-program calls with the Manager, Speakers Bureau and speaker to review presentation content and logistics;
  • Coordinate logistics for speaking engagements, including confirming stage setup, AV needs, travel arrangements, etc.
  • Prepare travel briefing packets as directed for speakers and talent;
  • Prepare meeting agendas and materials for the VP of Public Affairs & Special Events;
  • Provide event status reports regularly to the Manager, Speakers Bureau and VP of Public Affairs & Special Events;
  • Provide administrative support, including answering phones, handling correspondence, etc.;
  • Manage file inventory and assist with printing and filing important emails, documents, presentations, etc.;
  • Assist with shipments and scheduling messenger deliveries as needed for engagements;
  • Draft budget estimates, create expense reports, and coordinate invoices and payments;
  • Research venues, hotels, restaurants, and travel options as needed;
  • Provide additional administrative and onsite support for corporate & special events whenever possible.

 

QUALIFICATIONS

  • Bachelors Degree or similar work experience 
  • 1+ years of experience in event planning, office administration, conference planning, or production preferred
  • Excellent spoken and written communication skills
  • Strong attention to detail, highly organized
  • Advanced knowledge of Microsoft Office (Outlook, Excel, PowerPoint, Word)
  • Must be proactive, self-motivated, and able to work independently as well as contribute to a strong team
  • Exceptional interpersonal and relationship-building skills
  • Demonstrated initiative and strategic thinking; results-oriented
  • Proficient in time management; able to manage multiple projects concurrently in a fast-paced environment
  • Quick to learn new tasks


Equal Opportunity Employer/Veterans/Disabled