Associate Event Producer
This role is hybrid, requiring you to report on-site to one of the following office locations a minimum of 2 days/week: New York, NY or Boston, MA.
About the Role
You make sure the timeline and budget for your project runs smoothly and efficiently. Whether it's a standalone small project or a segment of a larger, intricate one, you ensure that everything falls in line, drawing guidance from the project lead. This could encompass live or digital aspects, as well as creative elements that might require flexibility in timelines and budgets.
Your role involves close collaboration with various teams to design and implement the project from start to finish, especially if you're assigned to the entire project. The support and oversight of the project lead keep you on track. You're also responsible for keeping an eye on the project's profitability and ensuring our clients are satisfied with the outcome. Maintaining a strong client relationship is a key part of your job, and you advocate on their behalf. Regularly updating the Account Lead is crucial, and you're proactive in highlighting any potential issues or concerns that arise, working together to address them.
When you're the lead, you take charge of communicating all project details. If you're overseeing a specific part of the event, you communicate and manage the project within the larger working group. You contribute to decisions regarding event staffing and resourcing by collaborating with Department leaders. Additionally, managing relationships with key vendors is essential. You ensure effective communication, oversee the vendor RFP process when necessary, and address any issues that arise. You're also responsible for completing the closing and reconciliation process for the overall event. Sometimes, you oversee and provide guidance to other Event Managers, helping them navigate their tasks successfully. Understanding and adhering to all GPJ workflow processes is second nature to you. It's how you ensure a seamless and efficient execution of every project you handle.
Responsibilities
- Lead and inspire a high-performing team with a focus on trust, accountability, and results
- Manage master timelines and schedules for entire events or major components
- Build, manage, and reconcile budgets, including directing others in these tasks
- Understand and manage key financial metrics with limited guidance
- Address the impact of changes on project budget and financial metrics
- Identify and elevate potential budget or financial issues, suggesting solutions
- Manage key PO, reconciliation, and invoicing processes
- Negotiate and identify SCORE (cost-saving opportunities)
- Understand on-site methodology, practices, and venue rules and regulations
- Oversee the closing and reconciliation process for events
- Mentor and guide other Event Managers
- Develop and maintain strong client and vendor relationships
- Manage the vendor RFP process
- Communicate project details effectively, whether leading the entire project or a segment
Impact Areas
- Business Development
- Project Launch & Resource Management
- Strategy & Creative Development
- Fabrication & Graphics
- Estimating
- Change Order Management
- Procurement for Services
- Management, Delivery & Deployment
- Invoicing, Financial Reconciliation & Closing
Skills
- Strong proficiency in Microsoft Office software (PPT, Word, Excel, Outlook)
- Previous experience with ERP, Project Management software, or similar tools is preferred
- Relationship building and stakeholder management
- Accountability and ownership of successes and failures
- Collaboration with internal teams, clients, and partners
- Solution-oriented mindset with a focus on desired outcomes
Requirements
- 5-7 years of relevant experience in event production, live production, integrated production, account management, project management, or similar
- 4-year college degree; preferred in Marketing/Advertising/Event Management/Business Administration, Hospitality, Communications, or related field
Benefits
- Employee Stock Ownership Plan (ESOP)
- Flexible Time Off (FTO) policy
- Employer matching 401(k) plan with no vesting period
- "No employee contribution" healthcare option
Pay
Salary Range: $70,000 - $80,000
Salary is dependent on a variety of factors including (but not limited to) experience, skills, and location.