Audience Coordinator, TIME Events

TIME is a global media brand built on decades of unparalleled trust and authority. Having celebrated our centennial this year, we continue to evolve as a brand at a juncture of innovation and transformation. 

Our core purpose is to tell stories to a global audience across our unique platforms. We are looking for changemakers from all backgrounds and walks-of-life, who embody TIME’s core values as well as our mission of informing, connecting, and engaging the world.  

If you’re ready to take your next step with a 100 year-old startup, read more about this opportunity below. Keep scrolling for additional information about TIME.

The Role:

TIME is seeking an innovative and entrepreneurial Audience Coordinator to join its fast-growing global events team, which produces the TIME100 Summit and Gala in New York, the TIME100 Impact Awards in Dubai, the Women of the Year Gala in Los Angeles, as well as events at the World Economic Forum, the White House Correspondents Dinner, and much more. 

The Audience Coordinator will report into the Global Head of Audience Strategy, TIME Events and will be responsible for delivering top-quality audiences across all TIME events, while understanding TIME’s overall event business as we expand. 

The ideal candidate will have a marketing background with a focus on customer service, reporting and database management. Looking for someone with a strong attention to detail and a demonstrated ability to understand, engage and curate a variety of audiences with a cultural awareness and global understanding (including celebrities, C-suite executives, next-generation leaders and general consumers) for a variety of events (including intimate dinners, corporate luncheons and panels, black-tie galas, forums and summits).

Responsibilities:

• Customer Service: Manage over 20 customer service inboxes daily, ensuring issues are resolved promptly with a goal of responding within 48 hours. You will serve as the primary point of contact for all attendee-related inquiries before, during, and after events, and handle daily requests from executives and TIME staff, including one-off emails from project managers, sales teams, and executives.
• List Building: Conduct thorough research to build comprehensive attendee lists tailored to specific verticals, identifying key demographics and target audience segments for each event. Focus categories include Women, Tech/AI, CEOs, DEI/Black/Brown Leaders across industries, Climate/Sustainability, Health/Healthcare, and CMOs/Marketing Leaders. You'll manually compile contacts from various online lists for invitation outreach, while utilizing current tools and exploring external tools and databases to gather accurate and up-to-date contact information.
• Sponsor Deliverables Management: Track and manage audience-related sponsor deliverables, ensuring the timely and accurate fulfillment of sponsor agreements. You will liaise with project managers to gather necessary materials and information for event promotions, including competitor lists and segment needs. Additionally, you will monitor sponsor registration progress, coordinating with project managers for backend support as needed. You will also ensure all sponsor-related activities, such as sponsor logos on websites, marketing emails, and operational reminders, are executed according to contract terms and expectations.
• Operational Emails: Create and manage all operational and transactional emails for pre- and post-event communications, ensuring registrants have all the necessary details to enjoy the event successfully. You will test and review emails with Audience Managers before seeking approvals from internal stakeholders across logistics, programming, and sales. Responsibilities include scheduling and deploying emails, managing last-minute changes in real-time, and overseeing customer service to track cancellations and update seating notes for managers to navigate changes accordingly.
• Database Management: Maintain and update attendee databases, ensuring data accuracy and integrity. You will segment lists according to specific event requirements and audience profiles, and implement data hygiene practices to keep contact lists current and relevant.
• Project Timelines: Update and maintain project timelines for events using tools like Smartsheet and Google Sheets. You will coordinate with internal and external teams, flagging any task deadlines to ensure we remain on schedule. Additionally, you will keep the internal Audience Master Guide updated with asset due dates, marketing start dates, seating arrangements, badges, and other essential details for future events.
• Designed Invitation Prep: Prepare project documents for the design team, ensuring all core details are included and matched against pipeline data for the initial build of invitations. You will proof all invites before each deployment to ensure any changes since the original version are implemented. Additionally, you will collaborate with the audience manager to run through approvals once the invitations are built, ensuring they are ready for distribution.
• Tracking and Reporting: Update the Master Tracker daily across all events to monitor progress towards our goals. You will provide regular updates to stakeholders on the status of list-building and invitation campaigns, and analyze event data to identify trends and areas for improvement.
• Quality Assurance: Implement checks and balances to ensure all event marketing materials and communications are accurate and reflect recent sponsor and internal changes. You will review and proofread invitations, emails, and other marketing collateral to maintain high standards. Additionally, you will conduct pre-event testing of registration systems and other technologies to ensure a seamless attendee experience.
• Registration Platform Maintenance: Maintain the registration platform by building decline landers in Bizzabo to track invitation declines. You will also create promo links across select segments enabling us to track the source of invites and manage access accordingly.
• Organize Files/Reports: Responsible for organizing all files and reports. This includes saving invoices and contracts into designated audience folders once finalized. You will track expenses associated with list-building, invitations, and other marketing activities. Additionally, you will ensure all post-event summaries, surveys, and RSVP data are saved in the appropriate audience folders for future reference.
• Survey Builds: Responsible for survey builds across events to gather feedback from attendees to evaluate event success and identify areas for improvement. You will test all survey fields to ensure accurate flow. Additionally, you will compile and analyze post-event survey data, reporting on insightful findings worth sharing. All collected data will be systematically saved in audience development folders. Your role will also involve gathering feedback from both attendees and sponsors to further assess event outcomes and opportunities for enhancement.
• On-site Check-in - Pre Event and Day of Support: Work with audience managers to coordinate all on-site check-in operations before and during events, ensuring a smooth and welcoming experience for attendees. Responsibilities include overseeing front-of-house (FOH) check-in with efficiency and a friendly approach, coordinating the preparation and organization of event materials like wristbands, name tags, and lanyards ahead of time. You'll also ensure printers are ready and stocked, and for events using outside tech, ensure timely return shipping to avoid late fees.
• Executive Briefs: Collaborate with the Chief of Staff and Assistants across the leadership team to prepare and maintain executive briefs for various events. You will manage RSVP lists to assist in identifying specific categories effectively for visual display. Additionally, you will oversee checks and balances for cancellations, promptly flagging any necessary adjustments and making changes to the brief accordingly (while notifying audience managers).
• Seating Chart: ensure accuracy in seating arrangements. After Audience Managers assign seats, you will verify consistency between the standard list and Bizzabo data, ensuring alignment. Additionally, you will manually review details such as spelling and capitalization in Bizzabo to ensure accurate printing of materials.

Qualifications:

• 1-2 years of relevant experience in audience recruitment, marketing and customer service
• Demonstrated ability to understand, engage and curate a variety of different audiences—from high-level business executives and global VIPs to general consumers
• Experience with Bizzabo (or any strong registration platform) preferred
• Proficient in Microsoft Excel and Google Sheets (versed in formulas and shortcuts) Bonus if proficient in Salesforce and Pardot
• Experience working and building relationships with celebrity agents, publicists and assistants
• Excellent oral and written communication skills
• Ability to thrive in fast-paced, highly-collaborative environments
• Demonstrated interest in current events
• Must be able to travel to international and domestic event locations, and to think outside the box. Note - this role will mostly travel domestically. 

Note: This position is not represented by the NewsGuild of New York.

Location:

This is a hybrid role. Eligible candidates for the role must be within a commutable distance of TIME’s New York City office upon hire and may be expected to be physically present as needed (typically 3 days/week). 

More About TIME: 

Total Rewards: 

At TIME we believe our people are our greatest resource and taking care of our people is of the utmost importance. For that reason we offer competitive compensation and a full slate of benefits that start on your first day:

• Medical, vision, dental insurance 
• Over 4 weeks of paid time off, in addition to paid company holidays (plus a culture that supports and encourages time to actually be taken!) 
• 401k with a generous company match 
• 12+ weeks paid parental leave
• Mentorship and community engagement experiences, including Employee Resource Groups 
• Free print subscription to TIME Magazine
• Salary range for this position: up to $70,000 commensurate with experience

Equity, Diversity and Inclusion: 

TIME is an equal opportunity employer. Our people drive the culture. Our culture drives the mission. Our mission drives the business. Our business impacts the world. An inclusive and diverse team not only makes our content and our products better, but our workplace stronger. Equity, diversity, and inclusion are top priorities in our recruiting and hiring, and our culture.