Production Coordinator

Job Description

Job Description

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.