Associate Producer (Project Manager)

Associate Producer - The Inception Company

• Department: Production
• Location: Based out of Fairfield, NJ or Ambler, PA, with event-based travel as needed.

Company Description

The Inception Company provides innovative technology-driven, fully managed event and creative solutions to enhance engagement for key Life Sciences partners. With state-of-the-art studios in Fairfield, NJ and Ambler, PA, our company specializes in virtual meetings, broadcast production, creative video, and live event services.

Known for developing the PandoGo meeting experience, Inception delivers customized solutions tailored to client needs.

Role Summary

The Associate Producer is a key execution role within The Inception Company’s Production team, responsible for helping move client work from handoff through successful delivery. This role sits at the center of planning, coordination, communication, documentation, budget awareness, and day-to-day production momentum.

This role requires someone who can manage complexity, anticipate needs, create clarity, and keep work moving across live events, studio broadcasts, virtual programs, hybrid meetings, video productions, and technology-enabled experiences.

The ideal Associate Producer is organized, proactive, and production-minded. You are comfortable owning the details while understanding the bigger picture of what the team is trying to deliver.

You do not simply track tasks — you create clarity, maintain momentum, and make sure the right people have the right information at the right time. You bring a steady, solutions-oriented approach to complex work and help the Production team operate with greater speed and consistency.

Key Responsibilities

• Support assigned productions from internal handoff through delivery and closeout, translating approved scope, timelines, deliverables, and production needs into clear action plans
• Build and maintain project schedules, milestones, production calendars, internal deadlines, meeting agendas, recap notes, task trackers, and follow-up communication
• Serve as a central point of coordination across all key internal and external project stakeholders
• Coordinate kickoff meetings, client check-ins, production meetings, rehearsals, tech checks, onsite execution, wrap-ups, and post-program closeout activities.
• Track open items, decisions, dependencies, risks, deliverables, approvals, and next steps across the full production lifecycle
• Assist with production documentation including contact sheets, production schedules, crew schedules, run-of-show documents, technical agendas, rehearsal plans, and production books
• Organize project assets, client materials, links, slide decks, recordings, final deliverables, and project documentation within company systems
• Communicate clearly and professionally with clients, internal stakeholders, vendors, freelancers, and production teams to keep expectations, timing, scope, and responsibilities aligned
• Understand approved scope, budget assumptions, resource plans, vendor estimates, freelance needs, travel details, expenses, and other cost-related project activity
• Flag potential timing risks, scope changes, budget pressure, resource conflicts, unclear ownership, or missing information before they impact delivery
• Maintain accurate project information within company workflow tools
• Help create a more unified production workflow by reducing handoffs, improving documentation, simplifying process, and strengthening accountability

Required Skills & Experience

• 3–5+ years of experience in production coordination, associate producing, project management, live events execution, virtual production, studio production, agency work, or a related client-service environment
• Strong organizational skills and excellent attention to detail.
• Ability to manage multiple timelines, deliverables, stakeholders, and communication streams at once
• Clear, professional written and verbal communication skills
• Comfortable working with clients, internal teams, vendors, and freelance partners.
• Strong follow-through and ability to keep projects moving without constant direction.
• Ability to identify risks, solve problems, and escalate issues appropriately
• Proficiency with Microsoft Office, Teams, SharePoint, Excel, project management platforms, and related workflow tools

Position Expectations

• This role will require occasional evening, weekend, and onsite work depending on production schedules
• The Associate Producer is expected to support the realities of live production, client deadlines, and event-based work while maintaining strong planning discipline, communication standards, and operational ownership
• This role will be based on-site out at either our Fairfield, NJ or Ambler, PA locations
• On-location travel is expected for events taking place outside of our Inception studios.