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Townsquare Media is a communities-focused media & entertainment company.
 
Greenwich CT, New York NY, Nashville TN.    Posted: Tuesday, November 20, 2018
 
   
 
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JOB DETAILS
 

JOB DESCRIPTION

The Townsquare Live Events (TSLE) Administrative Assistant & Logistics Coordinator position will
support the SVP, Live Events. Beyond the regular admin duties, this person is responsible for coordinating
logistics associated with TSLE events. The Admin Asst will be a consistent & available resource for other
TSLE team members. The Admin Asst is also responsible for managing the company internship program
for all departments & for the company database & file sharing programs.

RESPONSIBILITIES:

A. COMPANY SPECIFIC
1. Serve as Admin assistant to SVP, Live Events
2. Support TSLE team with administrative work including research, databases, document creation,
expense reports, & event work.
3. Maintain company calendars; setup conference calls & meetings as necessary
4. Manage & maintain company dropbox account
5. Plan & manage annual company meetings.
6. Coordinate travel for internal staff
1. Purchase flights
2. Secure lodging
3. Coordinate local ground transportation arrangements
4. Create travel grid to organize flight schedule, local ground transportation & rooming list.
5. Maintain contact lists for travel
7. Maintain monthly travel budget as assigned by finance department.
8. Evaluate our national deals for rental cars, flights, etc.
9. Assist with purchases & coding for travel using AMEX
10. Post job & internship listings using online forums. Receive, organize & process applications.
11. Manage new hire paperwork & general office training (phone system, email, dropbox, HR, etc.)
12. Manage company internship program; define program & responsibilities, source & assign
interns, oversee task list & scheduling, general mentoring.
13. Ensure company vehicles have up to date registration, insurance & licensing paperwork.
14. Send out packages via FedEx or UPS. Collect & submit FedEx receipts to Finance Department
15. Manage Weather Ops account

B. EVENT SPECIFIC
1. Support Event, Operations & Production Manager with organization & data entry.
2. Work with Staffing Coordinator to create staff contact list.
3. Assist in the creation of event settlement binders.
4. File processed event expenses & invoices in the event file
5. During the event, support event staff as needed
6. Serve as on-site Office Manager as needed
7. Act as lead travel contact for event staff.
1. Gather travel profiles from new event staff (external)
2. Source & purchase flights
3. Coordinate local ground transportation arrangements & lodging accommodations.
4. Create travel grid to organize flight schedule, local ground transportation & rooming list.
5. Communicate travel grid to staff prior to the first day of travel.
8. After the event, collect & submit the lodging, flights & rental car receipts for settlement.

KNOWLEDGE AND SKILL REQUIREMENTS
1. 1 - 2 years of experience working in an assistant role in the live event / festival production industry.
2. Strong organizational & time management skills are a must.
3. Ability to create effectivesystems to enhance communication & productivity.
4. Team player & professional attitude when working as a TSLE employee.
5. Knowledge with current technical equipment, including smartphones, wireless mi-fi devices Microsoft
Office (Word, Excel, Power Point, Outlook), & willingness to take additional courses to keep up to date
with technical trends.
6. Ability to problem solve & efficiently utilize resources available.
7. Work reflects professional written & verbal communication & interpersonal skills.
8. Ability to simultaneously manage several events during our busy season.
9. Must be willing to travel to events occasionally.
10. Good sense of humor.

ABOUT US

Townsquare is a radio, digital media, entertainment & digital marketing solutions company principally focused on being the premier local advertising & marketing solutions platform in small & mid-sized markets across the U.S. Our assets include 320 radio stations & more than 330+ local websites in 67 U.S. markets, a digital marketing solutions company (Townsquare Interactive), a proprietary digital programmatic advertising platform (Townsquare Ignite) & approximately 200 live events with over one million attendees each year. Our brands include local media assets such asWYRK,KLAQ,K2andNJ101.5; iconic regional & national events such as theTaste of Country Music Festival,WE Fest,Country Jam, theBoise Music Festival, theRed Dirt BBQ & Music FestivalandTaste of Fort Collins; & leading tastemaker music & entertainment websites such asXXLmag.com,TasteofCountry.comandLoudwire.com.

 
 
 
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