About this role
POSITION SUMMARY
This Associate Producer supports the planning, production, and execution of an upcoming live event. Working closely with Producers and Executive Producers, this role helps translate creative ideas into organized production plans and carries assigned responsibilities from kickoff through project closeout.
The Associate Producer owns specific project elements, coordinates across internal teams and external partners, and helps manage schedules, budgets, and client communications. As experience develops, this person may lead smaller projects with oversight from a senior production lead.
We’re looking for someone who is organized, resourceful, and ready to take on increasing responsibility. You anticipate needs, follow through on details, and bring a calm, solutions-focused approach to changing priorities.
Estimated Hours: 150+ (to be assessed)
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Key responsibilities
Project Planning and Management
- Support Producers throughout the project lifecycle, from initial planning and creative development through execution and reconciliation.
- Develop and maintain production schedules, deliverable trackers, meeting notes, and action items.
- Own assigned project workstreams, ensuring responsibilities, deadlines, and dependencies are clear.
- Coordinate with Creative, Strategy, Engagement, Design, Media, and technical partners to keep deliverables moving.
- Identify potential risks, scheduling conflicts, and changes in scope, bringing recommendations to the lead producer.
- Lead meetings and status updates for assigned areas of responsibility.
Vendor and Production Coordination
- Research and source vendors, venues, talent, and production partners appropriate to project needs.
- Gather proposals and estimates, compare options, and support negotiations under producer direction.
- Coordinate vendor scopes, schedules, deliverables, and required documentation.
- Support logistics for audiovisual production, scenic elements, furniture, signage, printing, travel, and shipping.
- Prepare and maintain production documents, including onsite schedules, crew memos, contact lists, and run-of-show materials.
- Confirm production requirements with vendors and venue contacts before arriving onsite.
Budget and Financial Management
- Assist with developing estimates and project budgets.
- Manage assigned budget categories, tracking commitments, expenses, and changes.
- Flag potential overages and help identify options that meet project needs within budget.
- Coordinate purchase orders, vendor invoices, and payment requests through established processes.
- Support budget reconciliation and project closeout, ensuring financial records are accurate and complete.
Client Communication and Service
- Participate in client meetings and production calls, documenting decisions and next steps.
- Communicate updates and coordinate approvals for assigned deliverables.
- Help clarify client requirements and translate feedback into actionable production tasks.
- Build productive relationships with clients and partners through clear communication and reliable follow-through.
- Align with the lead producer before making commitments that affect scope, budget, or schedule.
Onsite Execution and Closeout
- Own assigned areas of onsite production, coordinating vendors, crew, materials, and logistics.
- Support load-in, rehearsals, live programming, and load-out.
- Partner with technical and show teams to address production needs and troubleshoot issues.
- Guide coordinators and support staff within assigned workstreams.
- Adapt to last-minute changes and escalate issues requiring producer decisions.
- Coordinate final asset delivery, returns, shipping, documentation, and other wrap-up needs.
- Participate in post-event debriefs and recommend improvements for future projects.
Qualifications and Skills
- Experience in live events, experiential production, corporate meetings, or related agency production work.
- Demonstrated ability to own project tasks or workstreams from planning through completion.
- Strong organizational skills, attention to detail, and consistent follow-through.
- Working knowledge of production schedules, vendor coordination, and budget tracking.
- Clear written and verbal communication and comfort interacting with clients.
- Ability to prioritize competing needs and exercise sound judgment under pressure.
- A collaborative approach and willingness to learn from experienced production partners.
- Proficiency with Microsoft Office and project management tools; familiarity with Monday.com, Slack, and Dropbox is helpful.
- Understanding of live event production terminology and workflows.
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Working Expectations
Travel and onsite work are required based on project needs. Event schedules may include early mornings, evenings, weekends, and extended production days. Onsite responsibilities may involve frequent standing and walking, venue walkthroughs, and hands-on logistical support.