ABOUT US:

Production Club is a multidisciplinary team of badasses inventing, designing and producing music-based parties, shows, and experiences worldwide. We’re hiring a freelance creative project coordinator to work on a project for a global tech client. You’ll coordinate the creative deliverables, team logistics and vendor communications for a large-scale conference while collaborating with an international, hybrid team of dope creatives and producers.

JOB SUMMARY:

As the creative production coordinator, you will support the producers and design teams to complete the year's remaining design deliveries, including supporting production hand-off, on-site load-in, and production execution. You are highly attentive to details and forthcoming with questions or concerns. Your role supports many players in maintaining order in a sea of remote work: coordinating schedules, calendar invites, taking meeting notes, and file maintenance across multiple concurrent deadlines. You are a problem solver at heart, unafraid to try anything in the name of project happiness and efficiency.

KEY RESPONSIBILITIES:

• Detailed maintenance of internal project tracking systems, databases, and spreadsheets
• Schedule project meetings, capture and share feedback and decisions, and follow up on action items with key stakeholders
• Includes regular coordination with outside vendors
• Requires heavy calendar management juggling multiple stakeholder schedules
• Become familiar with all creative event deliverables to support clear communications between designers and external vendors in preparation for on-site production
• Including tracking and archiving all communications and incoming documentation with vendors related to signage proofs, build docs for internal review
• Reviewing external partner schedules to maintain a consolidated internal day-to-day itinerary, track and promptly communicate any changes as they come in
• Coordinate hotel and flight bookings logistics for Production Club team and external contractors
• Includes coordinating credentials for internal team, submitting rooming lists, reviewing and submitting credit card authorizations, researching flight options for each team member, booking according to PC standards, and filing the required receipts promptly
• Support producers with the advancing of talent hired for event week
• Includes coordination of contract documentation, itinerary, and arrival communications, ensuring requested gear is ordered and included in appropriate budgets, and setting up/communicating sound check and performance schedules in collaboration with producers
• Support coordination of onsite load-in scheduling/coordination with Creative team, vendors, and other production partners
• Manage and maintain the PC Production office during load-in and event week, including advancing any necessary IT, office supplies, and craft services required by the team

MUST-HAVES:

• 2 years of experience working in a fast-paced environment within a project coordinator role or adjacent position
• Experience with calendar management, file management and creative asset management
• Experience working with cross-functional teams in a hybrid/remote environment
• Basic understanding of graphic and motion design file types
• Ability to thrive in a high-volume, deadline-driven environment with shifting priorities and can maintain a high level of organization and follow through
• Proactive and dependable approach to getting sh*t done
• A positive, can-do outlook, willing to provide the best solution for each challenge you may face
• Technical competencies: Google Suite, Airtable, Excel, Slack, Dropbox, Box. Bonus points for Amazon Chime
• Physical abilities: travel, ability to work long hours during event week load-in and ability to move easily through crowded venues
• Must be available to travel to Las Vegas and remain on-site from November 24th through December 6th, 2024
• Potential additional travel required August 19th through August 23rd, 2024

NICE-TO-HAVES:

• Fluent in Spanish
• A basic understanding of design processes and/or experiential event experience
• Budget tracking or budget management experience

Production Club embraces diversity and encourages self-expression. We do not discriminate for any reason, period. We encourage applicants with special needs to inform us of any accommodations that can enhance your experience and enable you to thrive.