Experiential Executive Producer
TH Experiential · New York, United States · 1 wk ago
On-siteArt & CreativeFull-time
Overview
The Executive Producer is a senior leadership role at the center of how TH Experiential delivers work. This person owns the full production lifecycle across all active projects — from RFP scoping through final reconciliation — and is directly responsible for protecting margin, maintaining client confidence, and scaling our production capabilities as the business grows.
Key Responsibilities
Production Ownership & Lifecycle Management
- Own the full production lifecycle on all active projects from award through closeout, ensuring no project moves forward without the right people, plan, budget, and documentation in place.
- Serve as the senior production decision-maker on all concurrent activations, managing priorities and resolving conflicts across multiple projects and timelines.
- Build and enforce production intake standards — including briefing requirements, IO review, and kickoff preparation — so every project starts with clarity.
- Own post-event reconciliation: final budget closeout, vendor invoice clearance, hours review, and lessons-learned documentation.
- Identify and flag scope creep, budget risk, and delivery risk early, with clear recommendations for how to address them.
- Maintain and improve production playbooks, templates, and SOPs so institutional knowledge is documented and repeatable.
Financial Oversight & Margin Performance
- Own all project budgets in real time: creation, tracking, reconciliation, and final P&L reporting on every project.
- Monitor burn rates and flag at-risk spending early, proactively adjusting plans to protect margin.
- Ensure all vendor invoices are received, reviewed, and submitted for payment on schedule with no gaps or surprises at closeout.
- Partner with Finance on weekly budget visibility, ensuring leadership always has an accurate picture of production spend.
- Drive margin improvement across the portfolio by refining scoping practices, vendor negotiations, and resource planning.
- Establish and maintain a production rate card and vendor pricing library to support fast, accurate estimating for new business.
New Business & RFP Support
- Review and provide production estimates on active RFPs before submission, ensuring proposals are accurately scoped and budgeted.
- Partner with the Business Development and Strategy teams on proposal development.
- Participate in new business presentations and client calls when production expertise and credibility are required to close a deal.
- Help establish and maintain production pricing standards so estimates are consistent, defensible, and margin-positive.
- Contribute to loss reviews on proposals that did not convert, identifying any production-related factors that affected competitiveness.
Client Experience & Delivery Standards
- Serve as the senior escalation point for production-related client issues, resolving problems quickly and protecting the client relationship — ensuring the Head of Production is involved only when absolutely necessary.
- Own the client-facing production experience from kickoff through wrap, ensuring every touchpoint reflects TH Experiential's standards for quality and responsiveness.
- Set and actively manage client expectations on timelines, deliverables, and production logistics throughout the engagement.
- Ensure all client-facing production materials — timelines, run-of-show, staff manuals, recap decks — are accurate, on-brand, and delivered on time.
Team Development & Vendor Network
- Build, manage, and continuously improve a trusted network of freelance producers, ensuring the agency can scale up quickly for high-demand periods without sacrificing quality.
- Lead production onboarding and ongoing training for project managers and coordinators, building internal production literacy across the team.
- Define clear production roles, responsibilities, and handoff points so there is no ambiguity about who owns what at each stage of a project.
- Owning the freelancer and vendor database, maintaining performance records, pricing history, and relationship notes.
- Lead regular production status meetings with senior leadership, providing a clear picture of where every project stands and what needs attention.
- Mentor junior production staff and project managers, raising the production capability of the team over time.
Requirements
Hard Skills
- Project Management Software: Proficiency with project management tools (preferred: Asana).
- Budget Expertise: Skilled in creating, managing, and reconciling project budgets and P&Ls in real time.
- Lifecycle Management: Proven ability to lead complex, multi-workstream projects from award through final closeout.
- Financial Oversight: Deep experience managing budgets, tracking burn, reconciling vendor invoices, and delivering margin-positive projects.
- Vendor Network & Scalability: Established relationships with production vendors, freelancers, and talent — able to staff up quickly across markets.
- Resource Planning: Experience managing team capacity across multiple concurrent projects without dropping balls.
- RFP & Estimating: Ability to review proposals and provide accurate production cost estimates quickly and confidently.
- Creative Collaboration: Able to work fluidly with creative and strategy teams while maintaining production discipline.
Mindset
- Ownership mentality: takes accountability for outcomes, not just tasks.
- Systems thinker: builds processes that scale rather than solving the same problem twice.
- Calm under pressure: manages competing priorities and difficult situations without losing composure.
- Culture builder: an inspiring and positive leader who raises the standard of those around them.
What You Have
Bachelor's degree or equivalent experience in a related field.
- 7+ years of experiential marketing or live event production experience, with at least 3 years in a Senior Producer or EP role.
- Demonstrated track record of managing multiple concurrent productions, including large-scale activations for Fortune 500 brands.
- Proven ability to build and manage freelance production teams across markets.
- Strong organizational and time-management skills with the ability to prioritize effectively in a fast-paced environment.
- Excellent communication and interpersonal skills for leading teams, managing clients, and building vendor relationships.
- A passion for experiential marketing and a track record of delivering exceptional, innovative experiences.
- Proficiency in Excel, PowerPoint, Google Suite, Asana (or similar tools), and Slack.