Entertainment Crew Coordinator

Summary/Objective:

The Entertainment Crew Coordinator will play a huge role in looking after the hiring and onboarding journey for our Entertainment Crew Members, while partnering with a team of other Coordinators, Schedulers & Specialists to aid with the movement of Entertainment Guest Artists and Contractors as needed. This role is in regular communication with several other departments and teams to provide seamless support in the casting, recruiting, scheduling, travel / logistics, invoicing, and expense reimbursement processes, all while supporting our Shoreside and onboard Entertainment teams.

Essential Responsibilities:

Entertainment Department Coordination

• Build, create, and maintain user friendly spreadsheets and documents to serve various organizational needs of the Entertainment business

• Assist with special projects including ship deliveries/inaugurals/special events/charters

• Liaise with other departments fielding Entertainment related questions that might arise or fielding them to the appropriate parties

• Maintain updated documentation of all applicable duties and make accessible to Entertainment team

Scheduling & Contracting

• Participate in the scheduling process and rotation planning for entertainment crew, and attend regular team meetings to align rotations with key stakeholders

• Facilitate all facets of the Entertainment Crew onboarding process - including issuing contracts, aiding in the visa application process, coordinating pre-employment medical exam appointments, creating database installations and data entry, scheduling of travel, liaising with Port Agents, and all other general logistics

• Collaborate with our partners at The Apollo Group, People Team, Travel Team, & Medical Team related to crew processing (ie. PEMEs, Visas, STCW, SEA contracts, etc)

• Assist other Coordinators as needed with travel and logistics planning for Guest Artists, vendors, contractors and Entertainment partners, including flights, rental vehicles, lodging, ground transportation, onboard cabin bookings, reimbursements, etc.

Orlando Studio Operations

• In partnership with Company's Crew Travel (Presently the Apollo Group), coordinate travel arrangements for the Orlando Rehearsal Operation for Crew Members needing to attend land based rehearsals or training

• Help coordinate facility needs during the rehearsal process, such as ordering / replenishing consumables, setting up tables and chairs, and light cleaning and organization as needed

• Assist with shipping and receiving needs

• Support the Manager, Entertainment Facility & Rehearsal Operations in the daily operation of the rehearsal facility as needed

Casting, Recruiting, and Auditions

• If needed, attend select Audition cities to support the Casting Team in the onsite logistics of the Audition day by helping set up and tear down equipment, register and receive talent, catalog headshots and resumes, capture and upload video content, sourcing supplies, and post audition follow up

• Record receipt of all entertainment related promotional packages, video submissions and/or resumes into entertainment database and distribute to the appropriate team members for review

General

• Provide administrative support to the Shoreside Entertainment Team

• All other duties as assigned

Qualifications:

• Minimum 5 years' experience in the cruise industry; onboard, shore side or a combination

• Minimum 2 years' experience scheduling entertainment crew in the cruise industry

• A self-starter, who can roll up their sleeves and make ship happen with little supervision. In our start-up world, we rely on our crew having an entrepreneurial attitude with an ability to move mountains without relying on others to do the heavy lifting

• Efficiency in MXP, Solutions, or other crew scheduling software

• Knowledge and experience in using key business tools (Google Apps, Word, Excel, PPT, etc.)

• Persuasive communication skills

• Resilience for changing priorities and strong influencing skills

• Rock-solid coordination and administrative skills

• Highly organized and proactive

• Work well under tight deadlines and with crew members from all over the world

• Thrive on working with a group of fellow all-star crew, while being yourself

• Great energy and attitude of optimism

• Willingness & ability to travel as needed up to 25%