Coordinator, Live Events - 1 Year Contract

This role is a 1 year contract role based in Singapore.

Wherever you are in the amazing world of Disney, you are contributing to the stories of our iconic brands, recognised by audiences everywhere for entertainment, information and inspiration. Innovation, imagination and inclusion are at the core of Disney, defining the experience that we deliver as well as providing the foundation of our success. The scope of our business, combined with global growth and collaboration result in an inclusive employee experience characterised by continuous learning, development and achievement.

Disney Live Events, a division of The Walt Disney Company, oversees Live Character Entertainment in the South Asia, AUNZ (Australia and New Zealand), KR (Korea), and JP (Japan) regions.

The Disney Live Events team is committed to delivering high-quality, entertainment-based character appearances and events that support key business initiatives, internal staff functions, and community outreach programs for the DISNEY, DISNEY-PIXAR, MARVEL, and STAR WARS brands and franchises.

The team creates, develops, and produces live entertainment through Disney Character appearances, supporting a variety of lines of business, including:

• Disney Experience: Disney Consumer Products and Disney Cruise Line
• Disney Entertainment: Disney+ and Studio Teams
• Disney Corporate Communications and Community Outreach

The Coordinator, Live Events will handle a variety of daily administrative and clerical tasks, playing an integral role in ensuring smooth department operations that support other business activities. Their work will ensure efficient office operations and add maximum value to the organization and department, ultimately maintaining the highest standards for character appearances and events while maximizing the guest and stakeholder experience.

Reporting directly to the Manager, Disney Live Events, the Coordinator provides operational, administrative, and production support to the team. This includes managing production logistics for Disney Character appearances at Business-to-Business events, consumer events, movie premieres, fan events, trade shows, internal/external presentations, and other special events.

Responsibilities:

Live Entertainment and Event Operations and Logistics:

• Create briefing materials and documents to track project status, timelines, and resources.
• Coordinate and support the team in tracking event operations and logistics tasks, such as shipping, scheduling meetings, and sending event-related communications.
• Manage department-wide domestic and international travel logistics.
• Coordinate vendor contracts, invoice processing, and payment approvals.
• Track event expenditures and cost allocations.
• Assist in creating Keynote and PowerPoint presentations for events, presentations, and pitch meetings.
• Perform other duties as assigned.

Asset Operations and Logistics:

• Coordinate and support the team on asset movements both domestic and international. 
• Coordinate documentation for asset shipments, including commercial invoices and Carnets.
• Coordinate and support the team on scheduling and logistics for costume refurbishments.

Talent and Performer Logistics:

• Support the department to keep an ongoing, up to date data base of performers in the region including but not limited to: 
• Assist with the co-ordination of performer talent auditions, booking of location(s), marketing materials, sign-in process, and audition management.
• Assist with notification and booking of performer talent for appearances or events. 
• Coordinate travel itineraries for performer talent, local and foreign, for appearances and events.

Administrative and Financial Support:

• Coordinate meetings and conference calls with internal and external stakeholders.
• Prepare meeting materials and maintain detailed meeting minutes.
• Work with internal stakeholders to create WBS Elements for cost estimates and tracking purposes.
• Handle casual buyer responsibilities.
• Reconcile invoices and purchase orders.
• Process cast and crew payments and manage contract facilitation.
• Deliver cast and crew event schedules.
• Organize and manage print and digital assets, including event photos, documents, and videos.
• Perform other duties as assigned.

Requirements:

• Strong organizational skills with attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple and changing projects in a dynamic, high-pressure environment.
• Proven ability to handle confidential information.
• Collaborative and team-oriented work style.
• Proficiency in Windows-based computer systems (Mac skills are a plus) and SAP systems.
• Strong skills in Microsoft Word, PowerPoint, and Excel.
• Problem-solving and decision-making capabilities.
• Flexibility to work weekends, holidays, and extended hours as needed.
• Ability to thrive in a structured and goal-driven environment.

Preferred Qualifications:

• Experience in event planning and coordination.
• Previous experience with Disney entertainment events.
• Understanding of event logistics, stage management, and program scheduling.

The Walt Disney Company is an Equal Opportunity Employer. We strive to be a diverse and inclusive workforce that is representative of our audiences, and where all can thrive and belong. We are committed to building a team that includes and respects a variety of voices, identities, backgrounds, experiences and perspectives.