GPJ Norway Event Coordinator

Job Purpose

As Event Coordinator you will provide support across all elements of Integrated Production, undertaking operational responsibilities such as preparation of event documents (e.g.,  agendas, reports, presentations, tracking), creating basic timelines and estimates as needed, project close / reconciliation process, vendor quotes and selection, raising POs, project related research as required, including venue searches..

About you

  • You’re adaptable and open to unexpected requests and ways of working (priorities and requirements can frequently change in an agency)
  • You’re always willing to help other people within the project, across depts
  • You’re curious and eager to learn about the industry, clients’ business, tech solutions etc.
  • You’re solutions focused/ creative problem solver – presenting solutions to roadblocks in order to move forward
  • You are persistent and patient – persistence to follow up with stakeholders and clients but demonstrating empathy in understanding agency and client partners’ workload. Showing patience when you experience ‘roadblocks’
  • You’re truly passionate about planning and delivering a best in class event
  • You’re decisive with the ability to make several decisions at the same time, and at pace
  • You have a true passion for live events, and an enthusiasm to learn about integrated production, in depth and breadth
  • You communicate with clarity, conviction and persuasiveness tailored to different situations 
  • You demonstrate ‘active’ listening skills in a variety of situations, seeking out others’ ideas, are open to them and are able to take action where appropriate
  • You understand the marketplace (client and talent) and use this information to inform project & business decisions
  • You are able to build effective relationships, able to understand and respond to the agenda of others and are able to help unlock future client opportunities
  • You think creatively to deliver ideas/ solutions & solve problems; are able to demonstrate the ability to enhance the client’s or team’s outcomes or business impact through actions & contributions
  • You understand the vision & strategy of GPJ to spot opportunities to support sustainable commercial growth 
  • You are a collaborative, consultative team player with enthusiasm, passion and drive

Your Background, Skills & Experience

  • Highly proficient with MS Office and Outlook and/or Google G-Suite. Knowledge of time/cost accounting system would be valuable.
  • Events, Marketing or Business Administration related degree level, or equivalent highly desirable 
  • Excellent communication skills, verbally, face-to-face and in writing, are essential
  • Proven administration and organisational skills
  • High degree of accuracy and attention to detail
  • Strong time management skills with the ability to prioritise
  • Experience in the events industry is highly desirable
  • Ability to speak and write both Norwegian and English is essential 

Key Responsibilities 

Operational Delivery

  • Prepare quality written documents, such as crew briefing documents, simple production spec. documents and schedules
  • Keep all relevant parties updated of project status and issues
  • Produce on-site schedules and budgets
  • Project managing internal and external requirements within timelines and budgets
  • Anticipate potential issues and proactively responding with solutions
  • Carry out basic venue site visits 
  • Book travel for the Event Services team. Providing site visit itineraries
  • Supplier request information as well as involvement in sending out RFP’s (request for Proposals). Tracking responses and providing recommendations as well as research

Creative

  • Support cross-team collaboration including liaison between Designers and lead Producers to ensure what’s being created is deliverable
  • Attend key meetings and providing input related to client needs and requirements

Talent Management

  • Feed into the identification of the best industry talent
  • Understand and be able to communicate knowledge of the skill sets and abilities across the Integrated Production department

Client Relationships 

  • Nurture positive client relationships at the appropriate level
  • Partner with the project leads to provide transparency on what is achievable in the delivery of projects, managing client expectations accordingly

New Business Development Support

  • Support the project / pitch lead with the pitch process, including contributing towards the  Operations, Technical and Live Production elements of the brief such as sourcing 3rd party partners, collating pitch materials etc.
  • Actively promote GPJ through best practice  

Finance

  • Ensure your areas of the project are profitable and that the projects and/or pitches are on budget
  • Demonstrate a strong understanding of various financial software 
  • Obtain, review and respond to vendor quotes, ensuring we are working with best in class partners, with regular negotiations to drive value, profitability and efficiency
  • Create and distribute POs, obtaining relevant approvals as and if needed; following up on outstanding invoices; providing estimates; reviewing estimated hours versus actual hours
  • Identify and elevate potential budget / financial issues, making suggestions on how to resolve
  • Understand and effectively manage the budget reconciliation and invoicing processes
  • Understand and take initial steps to address impact of changes on project budget and financial metrics, with limited guidance