Associate Experiential Producer

Responsibilities

• Oversee all aspects of event planning, from concept through execution.
• Support event producers on larger projects, while also independently managing events.
• Develop, manage and reconcile budgets up to $1M to obtain required profitability.
• Manage client relationship and communications.
• Manage all approvals and deadlines, both internally and with clients and partners.
• Work closely with all cross functional teams, including producers, production management, design and scenic, to ensure the client’s vision and expectations are being seamlessly met.
• Manage and/or support all facets of pre-production, onsite management, post-event breakdown, and event reconciliation, including evaluation, budgets, and invoicing.
• Work with internal teams to create and collect key event documents, which could include budget, activation deck, production timeline, run of the show, pull list, and/or contact list, and correctly storing them on the company server.
• Oversee and/or support the direction and creation of line plans, elevations, and renderings with production management, design and scenic teams.
• Collaborate with production managers to secure event permits and insurance requirements.
• Collaborate with cross functional teams to source, negotiate and manage vendor relationships, including the approval of costs and invoices.
• Ensure pull lists are complete for on-site production.
• Prepare necessary materials for production meetings and on-site production.
• Maintain strong vendor and partner relationships.
• Manage internal and client project meetings.
• Work on multiple tasks and prioritize effectively, while managing multiple projects simultaneously.
• Participate in new business RFP’s and presentations, including presentation decks.
• Conduct quarterly budget reviews with manager to ensure profitability, identify losses, and create plans to mitigate potential future losses if required.
• Contribute to shared company client, vendor, and venue databases

Requirements

• 6+ years of industry experience in event production, experiential marketing, or live event management.
• Demonstrated ability to work effectively both independently and as part of a collaborative team.
• Strong project management, organizational, and time-management skills.
• Flexible and adaptable to last-minute changes; able to perform well under pressure.
• Exceptional attention to detail and commitment to high-quality execution.
• Self-motivated, proactive, and results-oriented professional.
• Excellent verbal and written communication skills, including strong proofreading and editing abilities.
• Proficiency with Microsoft Office, Google Workspace, Slack, Trello, and macOS environments.
• Willingness and ability to travel and work flexible hours, including evenings and weekends, and holidays as business needs require.
• Excellent interpersonal skills, both in person and over the phone, with a high level of professionalism