Production Manager, Institute of Politics

About the role

The Production Manager oversees the execution and logistics for the enriching and engaging events of the Institute of Politics' robust Speakers Series. The Speaker Series sponsors over 100 public programs each year, bringing in over 200 leaders from various fields.

Responsibilities

• Develops and executes a full spectrum of day-to-day event logistics and other complex assignments with minimal guidance from others.
• Guides research, including vendor selection and contract negotiation.
• Keeps track of all expenses, prepares reports on costs, solves complex problems as they arise.
• Negotiates contracts with vendors and coordinates vendor services.
• Evaluates and monitors the performance of vendors, working with the Senior Director of Speaker Series and Fellows Programs to resolve any such performance issues.
• Oversees establishment of production protocols and effective processes to manage event logistics, including ticketing, staffing, travel booking and vendor relations.
• Works closely with Senior Director of the Speaker Series and Fellows Program to develop event briefings or run of show documents, and ensures smooth coordination between planning and execution of Speakers events.
• Affords assistance to the Senior Director and Director of Communications to develop promotional materials and outreach strategies to cultivate audiences.
• Manages Speaker Series’ events in Neon and serves as lead IOP communicator to Speaker Series event attendees.
• Creates event pages, monitors registration numbers, and communicates with registrants of any programmatic changes.
• Oversees process for tracking and maintaining key Speakers Series metrics and audience feedback.
• Manages all accessibility requests, ensuring all such requests are responded to and a best effort is made to accommodate.
• Troubleshoots various issues, including technical issues and conflicts that arise during the course of events.
• Tracks all Speaker Series event expenses or special program expenses, prepares reports on costs and solves complex issues as they arise, bringing them to the attention of the Senior Director.
• Determines which events need security coverage and coordinates requests with UCPD, leading pre-event walk-throughs with UCPD and other key stakeholders.
• Supports and maintains relationships with internal and external programming partners, working effectively and collaboratively with University departments, centers and student organizations, among others, to produce and execute a diverse array of programs.
• Arranges travel, lodging, car service, and other comforts for all guests.
• Advises and oversees the Speaker Series Logistics intern(s) and oversee cohort of 45 events ambassadors (student volunteers) annually.
• Works to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others.
• Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.
• Assists with research, including vendor selection and contract negotiation.
• Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.

Qualifications

• Minimum 2-5 years of experience in planning and executing substantive political and policy-oriented events for broad audiences.
• Strong awareness and enthusiasm for politics and current events, including identifying timely and relevant topics and speakers.
• Background working directly with highly accomplished top-level VIP participants, including elected officials, diplomats and other prominent public figures.

Preferred Qualifications

• Demonstrated passion for working with students and inspiring the next generation of political and public service leaders.
• Stays current on public affairs, including issues, organizations, and people.
• Proven track record of developing and managing multiple, complex event schedules/logistics and producing super work under demanding timelines.
• Excellent interpersonal skills and work effectively in a creative, intellectual team environment.
• Initiative, high energy, and handle simultaneous high-profile projects with minimal supervision.
• Strong organizational skills and detail-orientated.
• Creative instincts and a good eye for stage design.
• Excellent written and verbal communication skills.
• Comfortable working closely with high-level principals.
• Exercise sound judgment and exhibit a high degree of tact, discretion and professionalism in dealings with VIP guests, staff, Institute fellows, University faculty and senior managers, and external partners.
• Demonstrated ability to work collaboratively and effectively in a team environment with a wide range of constituencies including high-profile guests, senior leaders, board members, colleagues, students and volunteers.
• Willing to approach contentious issues from all possible sides, with an eye towards fairness and accuracy.
• Strong commitment to diversity.