Production Coordinator

Production Coordinator for Higher Ed Location: NYC

Our client exists to generate dramatic change for our clients. Everything we do is about building our clients’ brand, growing their business, or both.

They create world-class live events and experiences for universities that inspire, educate, and motivate their communities wherever they are. Whether the launch of multibillion dollar fundraising campaigns, marking historic milestone anniversaries, or rolling out visionary platforms to introduce new leaders, they strive to push imaginations to the limit and drive progress for their clients.

This division of the company helps many of the best- known brands in the world–including General Motors, Grant Thornton, Merck, PepsiCo, Samsung and Subway–share their stories–live–with every audience that matters.

Headquartered in New York City, they also have offices in London, Sydney, Stockholm, Singapore, Baltimore, Washington DC, Detroit, Baltimore, Dubai, Mumbai, and San Francisco.

Event Production

• Event Management & Documents:

• Create and oversee production documents including but not limited to onsite
• agendas, show flow, contact lists and production schedules over multiple
• projects.
• Take client and internal meeting notes.
• Manage and communicate onsite changes.
• Order and manage shipping information for project materials and supplies
• prior to show load-in.
• Archive post-show digital assets for internal filing and marketing purposes.
• Book and manage onsite production team travel – coordinating hotel rooming
• lists, ground transportation, reservations and flight booking over multiple projects.
• • Budgeting
• Assist Producers with budget & vendor management.
• Generate purchase orders for external vendors and freelancer.
• Assist with final reconciliation.
• Archive estimates within client folders.

• Onsite Expectations

• Manage onsite Production Assistant(s), ensuring daily tasks are executed on

time on budget.

• Talent management onsite – assisting with rehearsals, keeping
• comfort level at top of mind.
• General production support as needed.

• Other Duties

• Assist RFP team – schedule meetings and collect presentation assets, all in
• collaboration with Business Development and Production team members.
• General production support as needed.
• Higher Ed Team Marketing
• Ability to execute planned social media posts and newsletters.
• Keep newsletter distribution lists updated and clean.
• Pull and distribute metrics on social media posts and newsletters to Higher Ed
• leadership team.
• Team Administration
• Provide Higher Ed leadership team with administrative support, as needed.
• Assist Higher Ed leadership team with travel booking and expenses.
• Manage and organize team digital folders.

• QUALIFICATIONS
• 2-3 years as a Production Assistant or Coordinator
• Strong organizational skills and attention to detail.
• Clear, active communication in email, written and verbal.
• Confident decision-making skills.
• Desire to learn and teach others in best practices.
• Can-do attitude and will see projects through to completion.
• Genuinely curious with a desire to learn about the business of live event
• storytelling.