Finance and Events Coordinator
Are you obsessed with getting every detail right? Can you keep multiple balls in the air at once? Are you passionate about running large-scale, high-energy events? Then we might have the perfect job for you! Pollen is looking for an experienced event professional who will help manage the creative logistics & execution of hundreds of experiences across North America! You’ll be responsible for supporting the delivery of seamless end-to-end experiences for more than 75,000 guests. This will include supporting onboarding a team of contracted creative staff, managing the creative team’s travel and accommodation details, maintaining destination resource tools, managing creative proposals and budgets, managing and overseeing onsite builds in destination, and working closely with cross functional teams to execute all creative projects perfectly.
In the first 12 months you will:
- Support the Creative Operation Manager (COM) & Global Creative Director (CD) on all assigned events.
- Creating/Sending agendas for calls. Note taking and distribution for all relevant event meetings including after action items & follow up. Add to Asana.
- Daily check of Global Event Calendar to match up with Creative Bible Event Calendar.
- Manage collection, requesting, ordering and receiving of all creative experience assets for each event with Creative Lead.
- Ordering items for Creative Green Room.
- Use & update Asana for tasks with COM & Creative Leads.
- Daily check of the event master doc once created and communicate all initial information leading up to the event. Follow up with relevant parties to ensure all items are being collected/submitted in the Master event document.
- Book and manage staff travel and hotel submissions; log in the Trip Actions booking document.
- Monitoring Slack channels for each event and distributing information to the team and Asana.
- Looker Report - pull weekly and update in Creative Bible as well as report how things changed to your COM & CD.
- Manage and add all appropriate decks, paperwork, quotes, contracts, Maps, Venue information, CADS, and invoices in each event creative folder.
- Manage and oversee the organization of Creative Google Drive.
- Properly label and date EVERYTHING.
Finance & Contracts:
- Send Weekly Finance Email on Mondays
- Updating and Maintaining the Creative Cost Tracker with all Vendor, IC’s invoices, status & payments. Tracking with legal and finance
- Contracting management, ensure all invoices are submitted and paid on time, in advance of the event.
- Updating all Vendor quotes in the Event Budget.
- Manage Expensify; Log receipts, forward to Expensify@, Make sure receipts are filed away in appropriate Event Folder.
- Manage Creative Card Reconciliation
- Develop vendor management system
- Salesforce
- Adding vendors
- Maintain all SF hygiene
About our culture
- We are results focused so you can choose your own hours & take as much vacation as you need to drive results and perform at your best. Watch our CEO talk about our innovative culture.
- Read our CEO’s open letter about our focus on Belonging, and about the mission of our women’s programme Illuminate.
- Everyone is an equity owner in the company.
- Watch our tech team talk about our culture and how it enables them to do their best work.
Find out more about our culture and life at Pollen on Instagram.
About Pollen
Pollen builds, curates, and delivers the best travel experiences using technology, a network of global partners, and a data-driven customer-led mindset – pairing world class entertainment with the world’s most exciting destinations.
Pollen brings you all the best experiences on pollen.co. We have two offerings: Pollen Presents and Pollen+. Pollen Presents curates experiences around your tastes and preferences you can’t find anywhere else. These experiences bring together music, sports, wellness and beyond to enable you and your friends to connect around one-of-a-kind itineraries in exciting destinations. Pollen+ always gets you more at music festivals and events when you book through us. Pollen+ partners with the biggest promoter brands and music festivals, including We Are FSTVL, Austin City Limits, Bonnaroo, C3, Electric Zoo, Live Nation and more.
Pollen was founded in 2014 by brothers Callum & Liam Negus-Fancey. Pollen is backed by prominent investors including Kindred, Northzone, Sienna Capital, Backed and Draper Spirit. Pollen has raised over $100 million in VC funding.
GDPR Statement
When you apply to a job on this site, the personal data contained in your application will be collected by Streetteam Software Limited t/a Pollen (“Controller”), which is located at 3 Loughborough Street, Vauxhall, London, SE11 5RB and can be contacted by emailing talent@pollen.co. Controller’s privacy officer is Stephanie Ng-Fragner, who can be contacted at stephanie.ng-fragner@pollen.co. Your personal data will be processed for the purposes of managing Controller’s recruitment related activities, which include setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereto, and as is otherwise needed in the recruitment and hiring processes. Such processing is legally permissible under Art. 6(1)(f) of Regulation (EU) 2016/679 (General Data Protection Regulation) as necessary for the purposes of the legitimate interests pursued by the Controller, which are the solicitation, evaluation, and selection of applicants for employment.
Your personal data will be shared with Greenhouse Software, Inc., a cloud services provider located in the United States of America and engaged by Controller to help manage its recruitment and hiring process on Controller’s behalf. Accordingly, if you are located outside of the United States, your personal data will be transferred to the United States once you submit it through this site. Because the European Union Commission has determined that United States data privacy laws do not ensure an adequate level of protection for personal data collected from EU data subjects, the transfer will be subject to appropriate additional safeguards under either the standard contractual clauses or the Privacy Shield. You can obtain a copy of the standard contractual clauses by contacting us at legal@pollen.co.
Your personal data will be retained by Controller as long as Controller determines it is necessary to evaluate your application for employment. In the event that you are unsuccessful during the recruitment process, your personal data will still be retained by Controller for up to a year for the purposes of assessing your application for future vacancies. Under the GDPR, you have the right to request access to your personal data, to request that your personal data be rectified or erased, and to request that processing of your personal data be restricted. You also have the right to data portability. Please notify us if you would like your personal data erased. In addition, you may lodge a complaint with an EU supervisory authority, including the Information Commissioner’s Office, the UK regulator for data protection issues (www.ico.org.uk).