Director of Event Productions

POSITION DESCRIPTION: Director of Productions

LOCATION: Santa Clara, CA

JOB GRADE: Exempt

REPORTS TO: Director of Operations

AVT CORE VALUES

We are Team Players | Go Above and Beyond | Do the Right Thing | Get Things Done

GENERAL SUMMARY/ PURPOSE OF POSITION:

The Director of Productions is accountable for leading the Production Department and owning all aspects of event delivery; from pre-production planning & creative design through post-event review. This role ensures AVT Productions consistently delivers a high-touch, white-glove experience for executive-level clients, while maintaining operational excellence across the production team, equipment assets, and vendor relationships.

ESSENTIAL JOB FUNCTIONS:

As a representative of AVT Productions Management, provide highest level of professionalism and customer service and integrity when dealing with Customers, Vendors, and AVT Productions Team Members.

Pre-Production Management

• Coordination with sales and account management in the assignment and handoff of clients.
• Technical requirements of events from creation to execution.
• Needs analysis and suggested solutions to support the client’s goal
• Assuring that content is client approved/certified/compliant with client policies.
• Arrangement for the creation and development of set and lighting designs.
• Creation of a comprehensive equipment list in the order entry software.
• Obtaining client signoff on the scope, timetable and cost prior to event.
• Drives overall creative design to match client brand as appropriate

Event Management:

• Coordination of the logistics for the event including but not limited to staffing, equipment, vendors, lodging, transportation, incidentals, etc.
• Room configuration, load in, setup, tear down and preparation for transport back of equipment.
• Monitoring and exemplifying proper safety procedures.
• Meeting and greeting clients at the event.
• The liaison between the client and the production crew on events to ensure effective communication and coordination.
• Manage equipment inventory, subrentals, and pickup and delivery schedule

Post-Production Management:

• Collaboration with account management to follow up with internal and external staff to review the positives and negatives that unfolded throughout the event.
• Exploring and proactively executing future solutions to any problems that may have occurred.
• Review and finalize post-event budgets.
• Ensure all event charges are properly documented and approved prior to handoff to Account Management.

INVENTORY & ASSET MANAGEMENT

The Director of Productions holds full ownership of AVT Productions' equipment assets. This responsibility spans strategic planning, procurement, and day-to-day inventory control.

Equipment Planning & Purchasing

• Lead annual and long-range equipment planning aligned with production goals and revenue projections.
• Stay current on emerging A/V technologies, equipment trends, and product lifecycles; advise on acquisition and retirement decisions.
• Manage the equipment procurement process — sourcing, vendor negotiation, purchase approval, and delivery coordination.
• Evaluate equipment performance and utilization data to inform future purchasing decisions.
• Ensure capital expenditure requests for equipment are well-supported and submitted through the appropriate approval process.

Physical Inventory Management

• Responsible for administering AVT's physical inventory counting process, including scheduling and executing regular cycle counts and annual full inventory counts.
• Maintain accurate equipment records in the inventory management system, ensuring counts reconcile to system records.
• Investigate and resolve inventory discrepancies; document root causes and implement corrective actions.
• Ensure all equipment is properly labeled, tracked, and stored according to established procedures.
• Coordinate inventory activities with the Warehouse team to minimize operational disruption.
• Report inventory status, variances, and asset condition to the Director of Operations.

PRODUCTION & WAREHOUSE DEPARTMENT MANAGEMENT

• Develop, implement, and enforce policies and procedures built around best practices and safety for event production.
• Responsible for hiring, supervising, scheduling, training, evaluating, and disciplinary actions for Technical Producers and technical staff.
• Partner with HR on the maintenance of job descriptions and recruitment for production staff.
• Document and retain evaluations including interview, needs analysis, training, coaching & counseling, disciplinary actions, and terminations.
• Manage external labor sourcing — including freelancers, union labor, and third-party vendors — optimizing for cost, skill level, flexibility, and availability.
• Review and approve external production charges prior to vendor payment.
• Timely sign-off on invoiced event charges before handoff to Account Management.
• Strategically manage the department's profitability through disciplined oversight of payroll and operating expenses.

SUPERVISORY RESPONSIBILITIES:

• Supervise and direct all internal and external staff during event productions.
• Confirm production staff requirements for every show that is produced.
• Maintain records of accountability and performance for production staff as needed or requested by operations management, including addressing any disciplinary issues that arose on event.

KEY COMPETENCIES

• Time Management – consistently delivers on commitments on time without sacrificing quality
• Leadership & Accountability – sets a clear direction, empowers the team, and owns outcomes; good and bad.
• Business Acumen – makes decision that reflect sound financial judgement and strategic awareness
• Emotional Intelligence – navigates interpersonal dynamics with self-awareness and empathy
• Team Training & Development – invests in growing the skills and careers of direct reports
• A/V & Event Design Leadership – leads the team with deep technical expertise and a visionary approach to event experiences
• Vendor Management – builds and manages vendor relationships that deliver quality, reliability, and cost efficiency.

IDEAL QUALIFICATIONS:

• Bachelors degree preferred with10+ years prior work experience.
• 10 years of experience in a management role within the event staging and production space.
• 7 to 10 years working knowledge of audio-visual equipment with a proficiency in lighting, sound, video recording and data projection.
• Demonstrated experience owning inventory management, equipment procurement, or asset planning functions

OTHER SKILLS:

• Strong written/verbal communication and public contact
• Effective teamwork, leadership, motivational, and problem solving
• Managing multiple priorities and project management
• Detail oriented with the ability to work independently and proactively.
• Business software proficient especially with MS Office Suite, CRM & inventory databases

ADDITIONAL REQUIREMENTS:

• Flexibility to meet occasional early morning, late evening and weekend commitments
• Ability to travel overnight and or out of town as required
• Consent to and ability to pass a criminal background check and drug test
• Possession of a valid driver’s license with a clear driving record