Event Production Coordinator

Gladiator Productions, Inc.; Los Angeles (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Gladiator Productions, Inc. is seeking an Event Production Coordinator in Los Angeles to focus on projection implementation, vendor partnerships, logistics planning and execution. You'll work directly with clients and project teams to keep every element aligned with timelines.

This role requires exceptional communication, the ability to wear many hats, and willingness to travel 40-50% with occasional long days during active periods.

Qualifications

• Exceptional communication and organizational skills (verbal and written).
• Apple/Mac OS proficiency.
• Microsoft Office (Excel, PowerPoint, Teams, Outlook) proficiency.
• Adobe Creative Cloud experience (Illustrator, InDesign, Photoshop).

Responsibilities

• Liaise with vendors, stakeholders and Clients during event planning.
• Coordinate project schedules and incoming project requests.
• Support creation of project task lists.
• Continual assessment throughout process, troubleshooting roadblocks.
• Support pre-production, on-site execution inclusive of set-up & strike, and close-out of projects.
• Coordinate multiple events at once.
• Serve as main or supporting contact for Clients and provide status updates.
• Source elements and services based on creative direction to assist with successful project execution.

Skills

Communication

Organization

Vendor coordination

Project coordination

Tools

Apple/Mac OS

Microsoft Office

Adobe Creative Cloud

Job description

Gladiator Productions is a full-service event production company that partners with our clients to produce events, experiences, and activations through design, fabrication, lighting, entertainment, staffing, project management, budget management, & so much more! We are an LGBTQ+ and Woman-Owned business We support clients in many industries such as beauty & fashion, entertainment, food & beverage, sports, and technology throughout North America.

We are a mighty team of individuals collaborating to produce events with intention. Our principles guide us in making our clients’ dreams a reality. We pride ourselves on developing close relationships with our clients resulting in effective collaboration and repeat business.

ROLE SUMMARY:

The Event Production Coordinator will focus specifically on projection implementation, vendor partnerships, logistics planning and execution. They will be directly involved in Client and project communications. Additionally, this role will be responsible for monitoring overall project progress and keeping all elements on track based on project timelines. The right person for the job shall be capable of wearing many hats and is an exceptional communicator.

PRINCIPLE ACCOUNTABILITIES

Production Support:

• Liaise with vendors, stakeholders and Client during the event planning process
• Coordinate project schedules and incoming project requests
• Support creation of project task lists
• Continual assessment throughout process, anticipating potential roadblocks and troubleshoot solutions
• Support pre-production, on-site execution inclusive of set-up & strike, and close-out of projects
• Coordinate multiple events at once

Client Relations:

• Varying by project scope, serve as main or supporting contact for Clients
• Communicate accurate and up-to-date project status and oversee deadlines
• Compose recaps from Client calls for visibility of current project standing

Additional Support:

• Source elements and services based on creative direction to assist with successful project execution
• Budget coordination and reconciliation for assigned projects
• Provide additional on-site, in-office and administrative support as needed

TRAVEL & HOURS

• Required travel 40 - 50%
• Overtime highly likely during active periods
• Candidate must be extremely flexible with their schedule and be comfortable handling last minute requests depending on the day, they may need to work 8-12 hours a day and some weekends.

POSITION REQUIREMENTS

Experience:

• 1-2 years PA/Assistant/In-Field experience or related
• 1-2 years Project Coordination (preferred)
• Must have a valid driver’s license and good driving record

Education:

Job Related Skills:

• Exceptional communication & organizational skills (verbal and written)
• Extremely proficient in Apple/Mac operating systems (OS Tahoe onward)
• Highly versed in Microsoft Office (Excel, PowerPoint, Teams, Outlook)
• Adobe Creative Cloud experience required (Illustrator, InDesign, Photoshop)

Physical Demands/Working Environment:

• This position requires moderate physical effort. Some unpacking and packing of materials will be required associated with scenic and prop elements. There will be moving and setting up of event pieces and other scenic & collateral.
• Must be able to lift a minimum of 50 lbs.

THE PERKS