Executive Event Producer

About the role

This hybrid role requires on-site presence at one of the following offices a minimum of 2 days/week: Austin, Boston, Detroit, Los Angeles, Nashville, New York City, San Francisco or Denver.

Your Role

• Oversee timelines and budgets across all workstreams for major, large-scale conferences and complex experiential events that encompass multi-day live, hybrid, and digital elements.
• Take ownership of entire mega-conferences or a portfolio of large-scale events throughout the year.
• Collaborate with matrixed teams to develop flawless concepts, general sessions, and expo floor strategies.
• Monitor profitability of high-budget projects while ensuring client satisfaction.
• Nurture client relationships and act as a strategic partner at senior levels within the client’s organization.
• Provide regular updates to the Account Lead and proactively address potential issues or concerns.
• Offer insights and collaborate to find solutions.
• Provide input on event staffing and resourcing for massive production teams in partnership with Department Managers and Integrated Production leaders.
• Handle strategic relationships with Tier-1 vendors and convention centers, including overseeing the RFP process for major builds and addressing issues promptly.
• Ensure meticulous closing and reconciliation processes for each event and identify risks or improvement opportunities.
• Guide and mentor large event teams and workstream leads, contributing as a subject matter expert in large-scale conference production.
• Contribute to education and development of teams across the practice.

Your Skills

• Advanced awareness of GPJ and Project agency offerings.
• Extensive experience leading highly complex, high-profile flagship conferences and city-wide events, including multiple concurrent workstreams, multi-track agendas, large general sessions, and complex client structures.
• Proven track record managing large-scale event budgets, specifically conferences with $5M+ budgets.
• Direct experience leading major conferences, summits, or user groups with 5,000+ attendees.
• Global conference or international pavilion experience is highly desired.
• Experience working with Fortune 500 tech brands is desired.
• Builds comprehensive budgets/estimates for entire large-scale events; manages/reconciles multi-million dollar budgets; directs and guides workstream leads to build, manage, and reconcile their respective budgets while providing final oversight and accountability.
• Understands and effectively manages/oversees key financial metrics across all conference workstreams (e.g., expo, registration, production, housing).
• Understands and takes effective steps to address the impact of scope changes on a massive project budget and overall financial metrics.
• Proactively identifies and elevates potential budget/financial issues early in the planning cycle, taking effective actions to address them.
• Court-level understanding and active oversight of key PO, reconciliation, and invoicing processes for large-scale operations.
• Ability to negotiate and identify SCORE; oversees and drives event team SCORE results.
• Expert ability to understand on-site methodology, convention center practices, and complex venue rules and labor regulations (e.g., union rules, rigging, marshaling yards).
• Expert knowledge of end-to-end GPJ Event Production and project processes, with the ability to train others.
• Strong proficiency in Google and Microsoft Office software; previous experience with ERP, Project Management software, or large-scale event management tools is preferred.

Your Competencies

• Relationship Builder: Develop, maintain and strengthen partnerships inside and outside the client organization; identify new stakeholders; manage client expectations for complex deliverables; define new business opportunities; balance client and agency needs; build rapport at all levels; use diplomacy and tact; diffuse high-tension situations.
• Accountable: Hold yourself and large cross-functional teams to a high standard; follow set processes; achieve strict milestones; operate within control systems; own success and failures; create a culture of accountability; follow through on commitments.
• Collaboration: Ensure effective collaboration with GPJ internal teams, other Project agencies, clients, and third-party vendors; model collaborative behavior for teams.
• Solution Oriented – Integrated Event Production: Focus on desired outcomes and provide multiple creative solutions to reach goals flawlessly despite tight budgets and shifting scope.

Your Experience

• 12–15+ 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.

Your Impact

• Influence and responsibility over direct reports.
• Contribute to selling, planning, and developing work.
• Lead and inspire high-performing teams with high trust, commitment, effective conflict management, focus on accountability and results.
• Engage and build respected, trusted peer-to-peer relationships with mid to senior-level client-side executives.
• Mentor and teach others on the Event team.
• Have overall ownership and management of master timelines and schedules.

Salary Range

$140–170k; dependent on experience, skills, and location.

Travel & Mobility

• Ability to travel as required, around 25%.
• Ability to work irregular hours in addition to normal business hours, including nights, weekends and holidays as needed.