Coordinator, RWS Casting & Recruitment Operations

  • New York, NY
  • Full Time
  • Entry Level

RWS Entertainment Group is a full service, worldwide production company that provides the very best in custom design as well as pre-packaged events and live shows for corporations, theme parks, cruise ships, resorts, and the fashion industry. Established in 2003, RWS Entertainment Group was built from the ground up through the dedication and devotion of a hard-working team. We have experienced continued growth embracing our mission, Raise Your Experience.

RWS Entertainment Group is currently seeking a Coordinator, RWS Casting & Recruitment Operations to support the Casting department.

Reporting to the VP, Talent Casting & Recruitment, the Coordinator, RWS Casting & Recruitment Operations executes the contracting and onboarding of new talent for a variety of projects, along with assisting in the planning and execution of RWS’ various audition and recruitment tours.

Role & Responsibilities

  • Maintains talent departmental calendar, staff documentation and daily schedules.
  • Coordinates materials and notes related to key casting initiatives, strategies and systems.
  • Acts as day-to-day lead for onboarding of talent.
  • Collects HR materials from performers for onboarding. Tracks progress and highlights any concerns to ensure all information has been properly secured and processed.
  • Updates training handbooks, materials, and signage.
  • Identifies extra-departmental needs (i.e. wardrobe, housing, travel), and coordinates in the efficient gathering and relaying of information.
  • Provides RWS orientations to new performers being onboarded.
  • Creates and maintains Casting and Talent SOPs.
  • In coordination with Legal, processes paperwork for performers, musicians, guest entertainers, and Fun Crew which may include, but is not limited to, sending and tracking all offer memos, seasonal employee contracts, riders/addendums, handbooks, background check authorizations, measurement forms and any other contractual paperwork.
  • Arranges additional onboarding procedures including, but not limited to, background checks, pre-employment drug screening, international health insurance plans, et al.
  • Assists casting directors with payout sheets.
  • Assists with maintaining office databases.
  • Assists with scheduling and coordinating audition tour logistics.
  • Assists with research for new and existing casting projects.
  • Assists with pre-screening submissions, attending casting sessions, both virtual and in-person.
  • Assists with contacting performers and agents.
  • Assists in the timely and accurate flow of information in/out of the department to all internal and external players especially our partners in finance, legal, HR and production operations.
  • Provides general administrative support as requested, including support with travel research and arrangements as needed.
  • Acts as a point of contact for performer inquiries/questions regarding the contracting process.
  • Assists with the department’s monthly Amex reconciliation.
  • Other duties as reasonably assigned.

Please Note: While this is an accurate and comprehensive description of the role, the above Roles & Responsibilities are not an exhaustive list of all duties, skills, efforts, requirements or working conditions associated with the position, and may require additional tasks be performed as assigned.

Qualifications

  • Strong interpersonal skills
  • 1-3 years’ experience in entertainment operations or business
  • Prior experience with the cruise and/or theme park industries preferred
  • Excellent written and verbal communication skills
  • Must be proficient in Excel and MS Office applications on Apple based hardware
  • Prior knowledge of governmental visa procedures preferred
  • Strong interpersonal skills
  • Self-motivated with the ability to work independently
  • Ability to multitask in a fast-paced, deadline-oriented environment
  • A flexible schedule allowing for travel as needed

A valid passport for the duration of employment for all travel-related roles. Proof of vaccination against COVID-19 (or proof of exemption) will be required.

Company Benefits

  • Progressive PTO, CitiBike membership, Commuter benefits, Health benefits - Medical, Dental, and Vision, Pet-friendly office, Paid parental leave, 401k with company match, Employee Enrichment Program, complimentary tickets to Broadway/Off Broadway shows and industry events as available, Summer Fridays

Estimated Start Date: ASAP

Reports to: VP, Talent Casting & Recruitment

Status: Mobile

  • Mobile (in NY/NJ/CT Metro Area): Team members who are pre-approved to regularly perform their job responsibilities remotely up to two (2) days per week, with three (3) days per week operating out of the RWS New York City headquarters.

Salary: $58,500 annual exempt salary

Diversity and Inclusion Statement

At RWS Entertainment Group, our team of bold makers and mold breakers is made of a diverse group of people who we believe make our work stronger. Our stage actively chooses to uplift applicants with diverse racial, ethnic, and religious backgrounds, sexual orientations, gender identities and expressions, sexes, national origins, political affiliations, socio-economic status, veteran and Disability status, and other intersectional dimensions of diversity.

We believe the diversity of our people is the most valuable asset we have. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities, and talent that our employees invest in their work represents a significant part of not only our culture, but our company’s achievement as well.

We are committed to ongoing learning and developing and implementing programs and initiatives to promote diversity and inclusion in all areas of employment as well as through our creative process and projects.

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