Administrative Producer

Position: Administrative Producer

Location: Woodbury, MN

Reports to: Production Team Leader

Position Overview:

The 180 Group, Inc., a leader in producing high-quality corporate meetings and events, is seeking a highly organized and detail-oriented Administrative Producer. This role will be integral in ensuring the smooth execution of our projects by managing administrative tasks, tracking progress, and supporting the production team in delivering exceptional results for our clients.

Key Responsibilities:

• Project Tracking & Management:
• Track the progress of multiple projects and production elements within those projects, ensuring they are on schedule.
• Keep Monday.com up to date with all tasks, to-dos, and milestones related to production elements across all team projects.
• Ensure that all projects and productions are running on time, identifying potential delays and addressing them proactively.
• Client-Facing Coordination:
• Develop and maintain detailed client-facing production schedules, ensuring they align with internal timelines and tasks in Monday.com.
• Collaborate with the production team to ensure that client expectations are met and that schedules are communicated clearly and accurately.
• File & Documentation Management:
• Manage and maintain the Dropbox file structure, ensuring that all project documents are organized and easily accessible.
• Handle Statements of Work (SOWs), Task Orders, Independent Contractor Agreements (ICAs), and contracts with vendors, ensuring all documentation is complete and properly filed.
• Logistics & Coordination:
• Book travel logistics for the production team, coordinating schedules and ensuring that all travel arrangements are aligned with project timelines.
• Take detailed notes during internal and client calls, capturing key action items and decisions, and ensuring to-dos are shared with the team and populated in Monday.com.
• Team Support:
• Provide administrative support to the production team, helping to streamline processes and improve efficiency.
• Assist in coordinating internal meetings and ensuring that all relevant information is disseminated to the appropriate team members.

Primary Qualifications:

• Proven experience in an administrative or project management role, preferably within the events, production, or corporate meetings industry.
• Strong organizational skills with the ability to manage multiple projects and tasks simultaneously.
• Proficiency in project management tools such as Monday.com and Dropbox.
• Excellent communication skills, both written and verbal, with a keen eye for detail.
• Ability to travel regularly within the U.S. and globally.
• Ability to work independently and as part of a team, with a proactive approach to problem-solving.
• Experience with booking travel and managing logistics is a plus.

Helpful additional qualifications:

• Experience pitching creative ideas and/or services
• Skill with Adobe Creative Cloud
• Experience with video editing
• Project leadership experience
• Experience with A/V gear
• Budget management experience
• Extensive knowledge of event planning logistics
• In depth knowledge of the healthcare, med device, and/or pharma industries

Why Join The 180 Group:

• Be part of a dynamic and innovative team that produces high-impact corporate events for top-tier clients in the pharma, med device, and healthcare industries.
• Work in a collaborative environment where your contributions directly impact the success of our projects and the satisfaction of our clients.
• Opportunity for growth and development within a company that values joy, professionalism, quality, and excellence.