Careers at SPJA

The Society for the Promotion of Japanese Animation “SPJA” is a 501(c)6 mutual benefit non-profit trade organization actively seeking to fill multiple positions in various fields to help with the organization's growth. The SPJA is ideal for someone seeking to make a difference in a culture-based community, providing not only operational support to the organization but helping to promote a positive work environment for both employees and volunteers.

Experience Requirements: Coordinator candidates should have a minimum of 3 years of related work experience, Manager roles require a minimum of 5 years of experience, and Director roles require a Minimum of 10 years’ experience. You must have strong leadership skills as all paid roles within the organization require leading teams and managing vendor relationships. An ideal candidate will have strong consensus-building skills, tremendous personal integrity, and dedication to superior customer service. They will be hands on workers who are self-starters and have excellent communication skills in addition to strong technical skills required of the specific position.

To apply: Please submit a resume in PDF and brief e-mail introduction to hr@spja.org with the position of interest in the subject title. Please note that resumes submitted in alternative formats may not be viewable and make result in a failure to apply. The positions listed below require different skill sets and applying for multiple positions at once will decrease your likelihood for consideration.

Accounts Payable Coordinator

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The Accounts Payable Coordinator completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices. The Accounts Payable Coordinator assists with the daily tracking of payable invoices and payments as well as weekly bank cleared transactions. The position also is a leading role in managing volunteers of the finance team. To perform the Accounts Payable Coordinator job successfully, an individual must be able to perform each essential responsibility satisfactorily while meeting deadlines. These requirements are representative, but not all inclusive, of the knowledge, skill, and ability required for the role.

The major areas of responsibility include:

  • Collect and review all payment requests and ensure that 2 approvals and appropriate details are attached.
  • Charges expenses to appropriate General Ledger accounts and to approved budget lines.
  • Track budget expenses, attention to detail, thoroughness, organization, analyzing information, maintain vendor relationships.
  • Pays vendors by monitoring discount opportunities; verifying federal id numbers by requesting completed IRS W9 forms; scheduling and preparing weekly disbursement checks; contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos.
  • Pays employees by receiving and verifying expense reports and requests for advances; preparing checks.
  • Manage petty cash disbursements; receiving proper requests and approvals, recording transactions, collecting left over changes, leading monthly petty cash counting with another team member.
  • Maintains accounting ledgers by verifying and posting account transactions.
  • Verifies vendor accounts by reconciling monthly statements and related transactions.
  • Records Management: Maintains and organizes financial files within the office ensuring there is an electronic back-up of all physical documentation.
  • Protects organization’s value and certain payable information by keeping information confidential.
  • Updates job knowledge by seeking and participating in educational opportunities.
  • The Accounts Payable Coordinator assumes other responsibilities as assigned by the Director of Finance.

To perform the Accounts Payable Coordinator job successfully, an individual must be able to perform each essential responsibility satisfactorily. These requirements are representative, but not all-inclusive of the knowledge, skill, and ability required for this role.

Requirements:

  • Achieve accuracy and meet assigned deadlines.
  • Ability to work amicably with a variety of personalities while maintaining professionalism.
  • Above average written and oral communication.
  • Interpersonal sensitivity when communicating essential and necessary financial information to others.
  • Ability to maintain confidentiality within the organization with a high level of personal ethics.
  • High adaptability to changing needs.
  • High level of dependability without supervision.
  • Maintain dependability during mandatory extreme overtime for Anime Expo.
  • Consistent demonstration of quality work and good judgment.
  • Proficient knowledge of Excel and QuickBooks is preferred.
  • Must be able to perform required tasks at Anime Expo site and away from SPJA office.
  • Must be able to manage staff and vendors at Anime Expo and at other facilities.

To apply please submit a resume in PDF format and brief e-mail introduction to hr@spja.org with the position of interest in the subject title. Please note that resumes submit in alternative formats may not be viewable and make you ineligible to apply.

Administrative Coordinator

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The Administrative Coordinator supports SPJA Group Directors and above in the office with general office tasks to keep the office, and records management organized. Primary responsibilities include, but are not limited to:

  • Organization: Arranging archived and current documents in alphabetical and chronological order.
  • Archiving: Clearly labeling and organizing filed from previous years.
  • Records Management: Updating electronic record of archives for reference.
  • Records Retrieval: Find and retrieve information from files in response to requests from authorized users.
  • Expense Reporting: Gathering and documenting receipts from Directors and C-Level travel to submit to Finance.
  • Reception: Act as a back up to front desk needs when requested.
  • Contact Management: Maintaining list of key business contacts and cards collected by various employees ensuring updated mailing list and organization is in place as well as light relationship management for general SPJA communications. This includes distribution of information to vendors, research, interfacing with prospective vendors, and other reasonable administrative support.
  • Office support- printing, copying, faxing, filing materials as requested by authorized persons.
  • Travel Coordination: Manage Director and C-Level schedules, including travel arrangements and any scheduling communication.
  • Relationship Building: Demonstrate positive interpersonal relations in dealing with staff, attendees, and vendors in a professional and confidential manner.
  • Calendar Management: Ability to prioritize and communicate scheduling conflicts with director level employees and above.
  • Warehouse Support: Arrange warehouse and storage unit visits with the different groups and managing communication for pallet pulls with the warehouse.
  • Other duties as assigned.

 

To perform the Administrative Coordinator job successfully, an individual must be able to perform essential responsibilities satisfactorily. These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required of a Coordinator.

Requirements:

  • Strong organizational skills. Must be able maintain professionalism with staff, vendors, and business partners in an organized fashion in the midst of disorganization.
  • Ability to work amicably with a variety of personalities.
  • In good health, may be required to handle packages up to 30lbs in weight.
  • Able to meet deadlines in a fast moving environment.
  • Must remain calm and level-headed under pressure.
  • Consistent demonstration of quality work and good judgment.
  • Flexible with strong communications skills under pressure.
  • Must have an active California Driver’s License in good standing.
  • Must be able to attend meetings, conferences and events (including social functions) as necessary.
  • Ability to maintain confidentiality within the organization with a high level of personal ethics.
  • High level of dependability without supervision.
  • Compliance with SPJA vision and direction as provided by higher levels of the organization including, but not limited to: specific deliverables states pre-event, budget, and internal policies.

To apply please submit a resume in PDF format and brief e-mail introduction to hr@spja.org with the position of interest in the subject title. Please note that resumes submit in alternative formats may not be viewable and make you ineligible to apply.

Autographs Coordinator

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The Autographs Coordinator will play an important role in managing the execution of our key Anime Expo Industry and Guest of Honor Autographs. This person will be responsible for coordinating volunteers, scheduling, communications and workflow of the Autographs department.

Responsibilities:

  • Manage the Industry Autograph application process.
  • Partner with the Division Manager of Cosplay and Activations to manage communications and workflow, along with understanding the Autographs department objectives.
  • Collaborate with other departments as needed to assist with Industry and Guest of Honor scheduling.
  • Be a courteous host to all guests by providing timely and professional responses.
  • Prepare and deliver emails and onsite communication.
  • Oversee a department of about 30 volunteers during the Anime Expo event. Work with Volunteer Resources to appropriately onboard for the department. Effectively communicate and train volunteers to adhere to SPJA policies and procedures. Assist in scheduling and management of volunteers.
  • Other duties as assigned.

Requirements:

  • Demonstrated ability to perform multiple tasks accurately and meet deadlines in a fast-paced and collaborative environment with a proactive attitude.
  • Excellent verbal and written communication skills.
  • Strong interpersonal and leadership skills. Demonstrated ability to motivate staff, inspire teamwork, and take a leadership role.
  • Ability to build trust, confidence, and respect of Industry, Guests of Honor, volunteers, and attendees alike.
  • Demonstrated ability to consistently remain calm and resilient under pressure.
  • Ability to maintain confidentiality within the organization and display a high level of personal ethics.
  • Must be able to show discretion when communicating essential information, especially regarding financial information.
  • Highly adaptable to changing needs, dependable with minimal supervision, and consistent in delivering quality results.
  • Excellent Microsoft Office skills.

Preferred (not required):

  • 1-3 years of event management or project management experience.
  • Knowledge of Japanese animation and manga culture.

Job Type: Seasonal Short-Term – between 10 – 40 hours per week (flexible)

  • January – March: between 10 – 20 hours per week
  • April – July 8th: between 30 – 40 hours per week

Work environment: Majority of the work will be done indoors in a normal office environment. The first week of July will be at the LACC for Anime Expo event. Temperatures and noise levels will vary at the LACC. May require some work outside.

Physical demands: Must be able to bend, type, sit, and lift up to 20 lbs. During the Anime Expo, must be able to stand and walk for extended lengths of time.

Travel: Some travel required, including but not limited to travel to downtown Los Angeles for the week of the Anime Expo. Will be expected to stay in a hotel provided by SPJA close by the Los Angeles Convention Center where the Anime Expo will be held. Shuttle service to and from the hotel to the Los Angeles Convention Center will be provided.


To apply please submit a resume in PDF format and brief e-mail introduction to hr@spja.org with the position of interest in the subject title. Please note that resumes submit in alternative formats may not be viewable and make you ineligible to apply.

Inside Sales Coordinator

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The Inside Sales Coordinator helps bring our event to life and keeps our team and customers informed. You’re responsible for the coordination and support of all sales needs for SPJA.

Responsibility

  • You’ll support the Sales team, managers and clients; coordinate with Operations and Entertainment team to ensure on time delivery and inventory status and arrange services through Operations and follow-up with customers
  • Contract and client process management- Process daily sales orders, sales reports, presentations and forecasts
  • Manage, create and present Open order reports and other status reports
  • Provide RMA (Return Material Authorization) service
  • Maintain a pleasant and professional relationship with customers and ensure their overall satisfaction
  • Manage, create and update all order information both physically and digitally
  • Prepare quotes, deal with regulatory issues, work closely with logistics team, and provide excellent customer service
  • Work in partnership with outside sales staff
  • Manage event supply chain, house accounts and existing customers
  • Work with Operations, Entertainment, and Marketing teams for the coordination of service fulfillment and documentation
  • Enter new orders and purchase orders
  • Work with accounting/finance regarding audits, supplier accounts payable, or customer accounts receivable issues which require additional documentation or operational solutions
  • Visit customers, suppliers, or other business partners if required
  • Support Business Development
  • Scheduling: review and communicate all sales related scheduling for all SPJA events and programming

Requirements

  • 2+ years B2B experience supporting sales
  • Critical skill- Able to discuss sales terms with clients; then clarify, review and insert the agreed sales terms to create complete contracts
  • Fully proficient in MS Office, order entry, purchase orders, invoices, and shipping documents
    SAP or ERP experience a plus
  • Solid multitasking ability, organization, administrative skills
  • This role speaks to the world about our events, so fluency in Japanese is a big plus
  • You bring hustle, our events involve walking all day
  • Good judgement, high ethics and calm problem-solving skills, even under pressure
  • Able to attend meetings, conferences and events (including social functions) as necessary
  • Supply chain management experience highly desired
  • Account management experience helpful
  • Occasional travel

Benefits
Medical, Dental, Vision, 401(k) and more


To apply please submit a resume in PDF format and brief e-mail introduction to hr@spja.org with the position of interest in the subject title. Please note that resumes submit in alternative formats may not be viewable and make you ineligible to apply.

Programming Coordinator

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The Programming Coordinator coordinates the scheduling of Anime content, which includes panels, screenings, premieres, and live drawings, for SPJA events. Develop expertise with the Programming Grid used to organize and schedule all content and assist with transposing schedule content to the Programming Grid prior to events and conventions.

The Role

  • Monitor the flow of each event’s schedule, working primarily with the Entertainment Group to make adjustments wherever needed and when changes occur.
  • Collaborate with all appropriate divisions and departments to minimize schedule conflicts and manage space needs.
  • Manage changes made to the Programming Grid and mobile app, pre-convention and at-convention.
  • Manage and recruit a division of 50+ volunteers over four departments, including Assistant Division Manager(s).
  • Facilitate appropriate direction and motivation of volunteers.
  • Work closely with the Entertainment Group and Programming volunteers to plan for and oversee the event by: ensuring tasks are being accomplished properly and in a timely manner, creating and putting systems in place for on-site execution and management, and providing support to all departments, industry partners, and panelists as needed.
  • Keep constant communication with industry partners, panelists, volunteers, and SPJA staff pre-convention and at-convention.
  • Ensure all internal and external inquiries as a whole are responded to in a timely manner while maintaining a positive and professional image.
  • Facilitate the distribution of information to all appropriate divisions, vendors, and volunteers.

The Requirements

  • Excellent organization and attention to detail.
  • Strong client, customer service, and conflict resolution experience or skills.
  • Proficiency in project management and adhering to multiple deadlines.
  • Proficiency in Microsoft Office (especially Excel) and Google Docs.
  • Ability to handle ever-changing situations and circumstances while remaining calm.
  • Critical thinking and problem solving skills.
  • Ability to stand and walk for hours at a time.
  • Prior Event Management experience is a plus.
  • Understanding of Japanese and “nerd” culture strongly preferred.

To apply please submit a resume in PDF format and brief e-mail introduction to hr@spja.org with the position of interest in the subject title. Please note that resumes submit in alternative formats may not be viewable and make you ineligible to apply.

Senior Entertainment Manager

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The Senior Entertainment Manager brings our event to life. You’re responsible for the management, maintenance, coordination, and support of all entertainment programming and content execution for SPJA events and you lead the employees and volunteers who help you get it done.

Major responsibilities

  • Content & Programming Execution: execution and logistics for content & programming strategy of SPJA’s event which have excess of 800+ hours of programming such as concerts, panels, workshops, interactives, streaming, and other content related programming.  Close collaboration with the Director of Operations, Directory of Industry, Director of Content, and executive team plus successful communication with partners, talent, agencies, and external management staff.
  • Relationship Building: retaining and communicating with existing entertainment relationships both domestically and internationally plus Guest of Honor Relations, ensuring an exceptional experience for our high profile guests.
  • Administration of Entertainment department travel, event calendar, and expense reporting and the development of department standards and operating procedures.
  • Volunteer Management within Entertainment division such as Main Events, Guest Relations, Programming, etc.  Support and recruit a volunteer event team in excess of 500 volunteers.
  • Vendor Management in which you source, negotiate, and manage performances of key third-party vendors such as audio & visual, event ticketing, decorator, etc.
  • Planning & Budget Management:  Develop, track, and manage all functions of the Entertainment department budgets including forecasting, planning, and compliance with SPJA finance policies and procedures.
  • Managing, coaching, and developing 4-7 direct entertainment reports such as Entertainment Manager and various division level managers’ adherence to company objectives and procedures. Recruit and develop teams of entertainment volunteers for SPJA related events.

Requirements

  • You easily explain your ability to grow and develop both employee and volunteer teams
  • You can describe why you call yourself an “Excellent Project Manager” and wow us with examples- keeping in mind this role balances thousands of projects, big and small
  • Impress us with your multi level Brand Management savvy and ability to engage talent, panels, licensing, domestic streaming, and pop culture
  • You bring 5+ years of proven results in event planning and/or operational management experience in the anime and/or video game industry
  • Bachelor’s Degree in Marketing, Advertising, or Business related degree preferred
  • This role speaks to the world about our events, so fluency in Japanese is strongly preferred
  • You bring hustle, our events involve walking all day
  • You apply good judgement, high ethics and calm problem-solving skills, even under pressure.
  • Must be able to attend meetings, conferences and events (including social functions) as necessary.

Benefit
Medical, Dental, Vision, 401(k) and more


To apply please submit a resume in PDF format and brief e-mail introduction to hr@spja.org with the position of interest in the subject title. Please note that resumes submit in alternative formats may not be viewable and make you ineligible to apply.