Planning & Production Coordinator

The Fortunate; Madison (WI); Hybrid; USD 48,000 - 58,000; Full time

Benefits offered by this job

Medical insurance

Dental and vision coverage

15 days paid time off

8 paid company holidays

Closure week after New Year’s

Recovery day after events

401(k) with employer match

Laptop and phone provided

Mileage reimbursement

Meal & incidental allowance

Job summary

The Fortunate is seeking a Planning & Production Coordinator to bridge planning and production, maintaining documents, tracking decisions, and organizing logistics for events. You will support senior planners and grow into larger responsibilities as you develop judgment and independence.

Responsibilities include scheduling, notes, document maintenance, and onsite event support. The role is non-exempt with overtime potential and offers a clear growth path toward higher planning or production

Qualifications

• Approximately 1-3 years of relevant experience is useful.
• Backgrounds include event planning and wedding planning.
• Experience in venues, hotels, catering, hospitality and experiential events is useful.
• You do not need to arrive knowing everything; strong learning ability is valued.
• Exceptional organization and precision are important.
• Strong spreadsheet and document skills are essential.
• Attention to detail and quick, accurate work.
• Professional discretion and reliable follow-through are expected.

Responsibilities

• Scheduling and meeting coordination
• Meeting notes and follow-up
• Planning-document maintenance
• Contact lists
• File and record organization
• Deadline tracking
• Proposal and quote collection
• COI and required-document tracking
• Guest and logistics data
• Transportation manifests
• Packing and event checklists
• Event-week administrative support
• Preparation of event materials
• Onsite support as assigned
• Closing small information gaps before they become problems

Skills

Exceptional organization

Spreadsheet skills

Document skills

Accuracy

Speed without sloppiness

Follow-through

Professional discretion

Questioning before assumptions

Unglamorous work attitude

Job description

The Planning & Production Coordinator keeps important information moving.

This role sits between planning and production and supports both sides of the House: maintaining documents, tracking decisions, following up with partners, organizing logistics, preparing event materials, and helping the senior team arrive at event week with fewer loose ends.

This is an early-career professional position with real responsibility. It is not an internship. It is also not a Senior Event Planner position hidden behind a lower salary.

You will support experienced planners and producers while developing the judgment required to take on progressively larger pieces of the work yourself.

What you'll own.

• Scheduling and meeting coordination
• Meeting notes and follow-up
• Planning-document maintenance
• Contact lists
• File and record organization
• Deadline tracking
• Proposal and quote collection
• COI and required-document tracking
• Guest and logistics data
• Transportation manifests
• Packing and event checklists
• Event-week administrative support
• Preparation of event materials
• Onsite support as assigned
• Closing the small information gaps that become large problems when ignored

What you'll learn.

You will work directly alongside experienced planning and production leaders. The goal is not to keep a good coordinator doing coordinator work forever.

There is a real path toward greater planning or production ownership as your judgment and capabilities develop.

• Complex wedding planning
• Venue operations
• Production timelines
• Floorplans
• Guest logistics
• Transportation
• Event-day execution
• Visual production
• Client service

What we're looking for.

Approximately 1-3 years of relevant experience is useful. Relevant backgrounds include event planning, wedding planning, venues, hotels, catering, hospitality, experiential events, event rentals, nonprofit events, and corporate events.

You do not need to arrive knowing everything. You do need to be unusually good at learning.

• Exceptional organization
• Strong spreadsheet and document skills
• Accuracy
• Speed without sloppiness
• Follow-through
• Professional discretion
• Comfort asking questions before making assumptions
• Willingness to do unglamorous work exceptionally well

Compensation.

This is a non-exempt position eligible for overtime.

Annualized base compensation is targeted at $48,000-$58,000. Actual payroll will be structured on an hourly/non-exempt basis consistent with applicable wage-and-hour requirements.

In addition: $150 additional compensation per qualifying event day, administered through payroll consistent with applicable overtime requirements; overtime compensation as required by law; business mileage reimbursed at the current IRS business mileage rate; $65/day meal and incidental allowance for qualifying travel events; company-provided laptop and phone.

• Medical insurance with 80% of the employee premium covered by The Fortunate
• Dental and vision coverage available
• 15 days paid time off
• 8 paid company holidays
• Paid company closure week after New Year's
• One paid recovery day following qualifying event weekends
• 401(k) with 4% employer match after 90 days

Schedule.

Event weeks can exceed forty working hours. When they do, this position receives overtime compensation in accordance with applicable law.

Evening and weekend work is part of the position. The Fortunate does not expect someone to donate additional labor because events happen outside normal office hours.

Success after one year.

• Keep core planning and production records reliably current
• Become a trusted source of accurate information for the House
• Anticipate routine follow-up without waiting to be chased
• Handle increasingly complex planning or production assignments
• Show a clear direction toward planning or production ownership

Growth.

This role can develop toward Event Planner and Senior Event Planner, or toward Event Producer and lead-producer responsibility.

The path depends on capability, interests, available opportunities, and the needs of the House.

Interested?