Event Planner Assistant

Sight & Sound Productions; Jacksonville (FL); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

PTO

Medical/Dental/Vision

401K

Bonus plan

Ticket perks

Growth opportunities

Team culture

Job summary

Sight & Sound Productions in Jacksonville, FL, is seeking a dedicated events professional to manage AV production for high-profile corporate events from design through execution.

You will collaborate with clients, design floor plans, arrange staffing, and coordinate with venues to ensure seamless delivery. This role requires strong communication and multi-tasking in a dynamic environment.

Qualifications

• 1–2 years of event production experience preferred.
• Strong budgeting and cost-control abilities.
• Excellent verbal and written communication; multi-tasking skills.

Responsibilities

• Assist Project Managers with organizing AV production for corporate events from design to execution.
• Create floor plans and stage sets; coordinate with venues.
• Lead pre/post-conference client meetings with departments.
• Ensure staffing for events in collaboration with Production Manager.
• Oversee load-in/load-out and onsite liaison with clients.
• Attend weekly status meetings and manage job costing.

Skills

Event coordination

Budgeting

Leadership

Communication

Teamwork

Travel availability

Office software

Education

Hospitality degree

Tools

Office software

Job description

What is in it for you

• Paid time off
• Medical, Dental and Vision Insurance, 401K
• Starting at $40,000 + Bonus Plan
• Team focused culture
• Opportunity to develop your talent and grow within our company
• Complementary tickets to events including the Jacksonville Icemen Hockey Games, Jumbo Shrimp Baseball Games, and Special events.

What you will be doing:

• Assisting Project Managers with organizing audio-visual production for high profile corporate events from design to event day, including meetings with clients to determine needs, budget, designing, and building quotes, coordinating vendors and venues, oversee loading of trucks, on-site management set-up, and execution.
• Create floor plans, design stage sets, and coordinate with venue for internal and external planning.
• Assist with pre/post-conference meetings with clients and pertinent departments to confirm relevant information.
• Guide pre-planning and client deadlines for seamless execution of event details.
• Work closely with technical, warehouse, marketing, sales and project management teams.
• In collaboration with the Production Manager, ensure there is adequate staff scheduled for production events.
• Participate in design reviews with internal staff, clients, and consultants.
• Oversee and assist with load-on and load-out for events.
• Be the liaison onsite for your client and technician team to maintain the highest level of customer service.
• Attend weekly meetings providing status reports on upcoming and previous events as required.
• Preparation and management of job costing to ensure cost-effectiveness.

Your experience and skills include:

• At least 1 -2years of event experience.
• Creative and passionate about events.
• Knowledge of audio-visual production, specific knowledge of equipment, and overall knowledge of event industry.
• Proficient in creating budgets and understanding of profit and loss statement.
• Advanced verbal, and written communication skills.
• Previous management experience and innate leadership abilities.
• Detail-oriented, organized, and able to multi-task.
• Able to work in a high energy, high-pressure environment.
• Excellent interpersonal and communication skills, a team player.Able to work weekends and evenings.
• Flex Software Program, or the ability to quickly learn new computer programs.
• Proficiency in general office equipment.
• Hospitality degree or experience is desirable

Your team and working environment:

Sight & Sound Productions is based in Jacksonville, FL, but produces events all over the country. While most events are held in Northeast Florida, a few times a year you will be asked to travel for up to a week. Our corporate office is where you will spend office days planning and collaborating with the team is in a newly built building conveniently located near the Town Center (off 295 & Beach Blvd.).

Our commitment to Diversity & Inclusion:

We are an inclusive company, and our ambition is to attract, recruit and promote diverse talent.

Why work for Sight & Sound Productions?

We are far more than an event company. We are a community of passionate, creative people who love building and executing ideas from the ground up. Project Managers are a little bit like “adrenaline junkies” who feed of the energy of events. A lot of companies say they have a “great culture”, but we have over 10 people who have been with the company for over 8 years, some being here for 25 years, which shows what kind of culture we truly have. We are excited that our team is growing and hope you will be a part of it!