Event Production Coordinator
Cardiovascular Research Foundation, New York, NY, United States
Event Production Coordinator
This role is subject to a flexible hybrid work arrangement requiring a minimum of 1-2 pre-determined days per week in our mid-town office. The Event Production Coordinator supports the Director, Multimedia and Event Production and the broader team in the planning, logistics, and execution of audiovisual and multimedia deliverables across CRF conferences and educational programs. This position provides administrative, logistical, and creative support to ensure smooth coordination between internal stakeholders, the Multimedia team, and external vendors. This role is ideal for a detail-oriented individual who thrives in a fast-paced environment and has a passion for audiovisual production, event operations, and team collaboration. Essential Duties and Responsibilities
Departmental Support Provide direct administrative and logistical support to the Director, Multimedia and Event Production, including scheduling, documentation, and communication tracking. Assist in preparing and maintaining project timelines, production schedules, and task trackers across multiple events. Support budget tracking and vendor documentation, including quotes, purchase orders, and invoices. Help manage shared drives, asset folders, and version control for internal and vendor-produced deliverables. Event & Production Coordination Coordinate onsite logistics for audiovisual and multimedia elements during CRF conferences and events. Assist with vendor coordination, including collecting technical specs, reviewing run-of-show documents, and managing deliverable deadlines. Support internal communications with departments contributing to multimedia and AV projects. Facilitate production prep documentationscripts, speaker cues, media delivery forms, etc.in collaboration with producers and managers. Content Support Help organize media asset intake, including footage, graphics, and session recordings for editing and archival. Support basic editing or formatting tasks for internal projects or social media clips, as needed. Asset and Information Management Track and maintain an updated equipment inventory in coordination with the Multimedia Manager. Log and archive historical footage and project assets into CRF's centralized database. Support the creation and upkeep of standard operating procedures (SOPs) and production documentation. Collaboration and Communication Act as a liaison between the Multimedia team, Logistics team, and other departments. Maintain consistent communication with external AV vendors and internal creative staff. Contribute to process improvement discussions and department-wide organizational initiatives. Qualifications
Bachelor's degree in Communications, Film/Media Production, or related field preferred. 23 years of experience in production coordination, multimedia, or live event support. Familiarity with Adobe Creative Suite (Premiere, Photoshop, After Effects preferred). Strong organizational, multitasking, and interpersonal skills. Proficient in Microsoft Office Suite and cloud-based project management tools. Ability to work collaboratively in a team environment and adapt to changing priorities. Some travel required for conferences and events (domestic, limited international). Benefits
Choice of health plans include medical, dental, and vision coverage Company-paid short-term and long-term disability and life insurance Health and dependent care flexible spending accounts Pre-tax travel expenses through TransitChek program 401(k) plan Generous paid time off (PTO) Ten paid holidays each year Compensation
The hiring range for this position is $54,000 - $58,000 per year. The annual salary that will ultimately be offered to the successful candidate will depend on job-related knowledge, education, skills, and experience. To be considered for this opportunity, please submit your resume. Be sure and visit our web site to learn more about how we strive to enhance and save patient lives every day www.crf.org CRF is an equal opportunity employer.
This role is subject to a flexible hybrid work arrangement requiring a minimum of 1-2 pre-determined days per week in our mid-town office. The Event Production Coordinator supports the Director, Multimedia and Event Production and the broader team in the planning, logistics, and execution of audiovisual and multimedia deliverables across CRF conferences and educational programs. This position provides administrative, logistical, and creative support to ensure smooth coordination between internal stakeholders, the Multimedia team, and external vendors. This role is ideal for a detail-oriented individual who thrives in a fast-paced environment and has a passion for audiovisual production, event operations, and team collaboration. Essential Duties and Responsibilities
Departmental Support Provide direct administrative and logistical support to the Director, Multimedia and Event Production, including scheduling, documentation, and communication tracking. Assist in preparing and maintaining project timelines, production schedules, and task trackers across multiple events. Support budget tracking and vendor documentation, including quotes, purchase orders, and invoices. Help manage shared drives, asset folders, and version control for internal and vendor-produced deliverables. Event & Production Coordination Coordinate onsite logistics for audiovisual and multimedia elements during CRF conferences and events. Assist with vendor coordination, including collecting technical specs, reviewing run-of-show documents, and managing deliverable deadlines. Support internal communications with departments contributing to multimedia and AV projects. Facilitate production prep documentationscripts, speaker cues, media delivery forms, etc.in collaboration with producers and managers. Content Support Help organize media asset intake, including footage, graphics, and session recordings for editing and archival. Support basic editing or formatting tasks for internal projects or social media clips, as needed. Asset and Information Management Track and maintain an updated equipment inventory in coordination with the Multimedia Manager. Log and archive historical footage and project assets into CRF's centralized database. Support the creation and upkeep of standard operating procedures (SOPs) and production documentation. Collaboration and Communication Act as a liaison between the Multimedia team, Logistics team, and other departments. Maintain consistent communication with external AV vendors and internal creative staff. Contribute to process improvement discussions and department-wide organizational initiatives. Qualifications
Bachelor's degree in Communications, Film/Media Production, or related field preferred. 23 years of experience in production coordination, multimedia, or live event support. Familiarity with Adobe Creative Suite (Premiere, Photoshop, After Effects preferred). Strong organizational, multitasking, and interpersonal skills. Proficient in Microsoft Office Suite and cloud-based project management tools. Ability to work collaboratively in a team environment and adapt to changing priorities. Some travel required for conferences and events (domestic, limited international). Benefits
Choice of health plans include medical, dental, and vision coverage Company-paid short-term and long-term disability and life insurance Health and dependent care flexible spending accounts Pre-tax travel expenses through TransitChek program 401(k) plan Generous paid time off (PTO) Ten paid holidays each year Compensation
The hiring range for this position is $54,000 - $58,000 per year. The annual salary that will ultimately be offered to the successful candidate will depend on job-related knowledge, education, skills, and experience. To be considered for this opportunity, please submit your resume. Be sure and visit our web site to learn more about how we strive to enhance and save patient lives every day www.crf.org CRF is an equal opportunity employer.