Production Coordinator

Position Summary

The Event Production Coordinator is responsible for overseeing particular tasks throughout the event planning process. The Production Coordinator works alongside the lead Event Producers and/ or Technical staff on assigned projects. Duties include creating and managing key event documents, hands-on support of set up, liaising with vendors during set-up, working with staff and vendors to ensure the completion of a successful event and running errands for supplies, equipment and decor.

Responsibilities

• Assist Executive, Senior, Event Producers &/or technical staff on administrative needs, event production schedules, budget items, vendor relationships and deliverables (as needed).

• Operational support within their assigned program (collaboration depending on scale of program).

• Support operational personnel, including Producers, Technical Directors, discipline specialists (i.e., registration, housing, food & beverage leads), 3rd party vendors and Independent Contractors.

• Assist production teams to ensure creative visions are cost-effective and operationally sound solutions.

• Understand the fundamental requirements for each event.

• Assist with a timely, on-budget and safe delivery of a successful production.

• Research venues and vendors (catering, decorators, musicians etc.) and choose the best option based on quality and cost.

• Manage event operations (preparing venues, invitations etc.).

• Perform final checks at the day of the event to ensure everything meets standards.

• Oversee event happenings and act quickly to resolve problems.

• Evaluate event’s success and submit reports.

Ideal Experience and Qualifications

• Bachelor’s degree or 2+ years of event production experience, demonstrating effective organizational and communication skills.

• Capable of working with Microsoft Office and Google Suites products.

• Team player with professional interpersonal skills that are necessary to work effectively with event teams.

• Solid verbal and written communication skills with the ability to effectively interact with the assigned team.

• Detail-oriented and a self-motivated team player (willing to jump in at any point to get a project done).

• Well-organized with multi-tasking skills.

• Able to handle stress and remain calm.

• Must be willing to travel, estimate of 20-30% of the year pending programs assigned.