Production Coordinator
PRA Business Events, New York, NY, United States
Production Coordinator
This role is hybrid with a combination of working from home, traveling, and some commuting to an office in New York City. Applicants must be based in
ear the New York area to be considered for this role.
The Production Coordinator provides critical logistical and administrative support to the Keynote Production team. This role is responsible for ensuring that all "behind-the-scenes" elements—from speaker schedules and asset management to vendor contracts and on-site hospitality—run like clockwork. You are the primary point of contact for speaker logistics and the keeper of the most current "Run of Show" (ROS).
Key Responsibilities
Asset Management:
Organize and track all keynote media (PowerPoint decks, video openers, transitions). Ensure the most recent versions are uploaded to the show server and backed up.
Speaker Logistics & Concierge:
Act as the primary point of contact for guest speakers and their handlers. Manage "Green Room" requirements, transportation schedules, and on-site check-ins.
Run of Show (ROS) Maintenance:
Update the master production schedule and ROS in real-time during rehearsals. Distribute updates to the technical leads (Audio, Video, Lighting) immediately.
Vendor & Administrative Support:
Process vendor contracts, track POs, and manage the production office on-site. Ensure all crew members have the necessary credentials and schedules.
On-Site "Wingman":
Assist the Senior Producer during rehearsals by timing segments, taking notes for the creative team, and managing the "Speaker Ready Room."
Rehearsal Scheduling:
Coordinate the complex dance of rehearsal slots, ensuring speakers, technicians, and executives are in the right place at the right time.
Core Competencies
Obsessive - Organization Version control is your religion. You know exactly which "Final_v4_REVISED" deck is the actual final.
Anticipatory Service - You see a speaker's water glass is empty before they do; you spot a typo in a slide before it hits the LED wall.
Tech Savvy - Comfortable navigating cloud storage (Dropbox/SharePoint), project management tools (Asana/Monday), and basic presentation software.
Communication - Clear, concise, and professional communication with everyone from the stagehands to the Board of Directors.
Position Qualifications
2–4 years of experience
in event production, theater stage management, or corporate meeting planning.
High Proficiency
in Microsoft Office (specifically Excel and PowerPoint) and Google Workspace.
Stage Management Mindset:
Experience working in a "backstage" or "control room" environment is a major plus.
Agility:
Ability to stand for long periods and move quickly across large convention centers or hotel properties.
Education:
Bachelor's degree in Event Management, Communications, or a related field.
Travel:
Willingness to travel (up to 50%) and work non-traditional hours during event "show weeks."
Benefits Salary: $50,000-$60,000
Benefits include Medical Insurance, Dental Insurance, Vision Insurance, 401(k) with Company Match, Short-term and Long-term Disability Insurance, Life Insurance, Employee Assistance Program, Paid Vacation Time and Paid Holidays, Paid Sick Time, Parental Leave, Pet Insurance, Flexible Spending Accounts, and others.
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This role is hybrid with a combination of working from home, traveling, and some commuting to an office in New York City. Applicants must be based in
ear the New York area to be considered for this role.
The Production Coordinator provides critical logistical and administrative support to the Keynote Production team. This role is responsible for ensuring that all "behind-the-scenes" elements—from speaker schedules and asset management to vendor contracts and on-site hospitality—run like clockwork. You are the primary point of contact for speaker logistics and the keeper of the most current "Run of Show" (ROS).
Key Responsibilities
Asset Management:
Organize and track all keynote media (PowerPoint decks, video openers, transitions). Ensure the most recent versions are uploaded to the show server and backed up.
Speaker Logistics & Concierge:
Act as the primary point of contact for guest speakers and their handlers. Manage "Green Room" requirements, transportation schedules, and on-site check-ins.
Run of Show (ROS) Maintenance:
Update the master production schedule and ROS in real-time during rehearsals. Distribute updates to the technical leads (Audio, Video, Lighting) immediately.
Vendor & Administrative Support:
Process vendor contracts, track POs, and manage the production office on-site. Ensure all crew members have the necessary credentials and schedules.
On-Site "Wingman":
Assist the Senior Producer during rehearsals by timing segments, taking notes for the creative team, and managing the "Speaker Ready Room."
Rehearsal Scheduling:
Coordinate the complex dance of rehearsal slots, ensuring speakers, technicians, and executives are in the right place at the right time.
Core Competencies
Obsessive - Organization Version control is your religion. You know exactly which "Final_v4_REVISED" deck is the actual final.
Anticipatory Service - You see a speaker's water glass is empty before they do; you spot a typo in a slide before it hits the LED wall.
Tech Savvy - Comfortable navigating cloud storage (Dropbox/SharePoint), project management tools (Asana/Monday), and basic presentation software.
Communication - Clear, concise, and professional communication with everyone from the stagehands to the Board of Directors.
Position Qualifications
2–4 years of experience
in event production, theater stage management, or corporate meeting planning.
High Proficiency
in Microsoft Office (specifically Excel and PowerPoint) and Google Workspace.
Stage Management Mindset:
Experience working in a "backstage" or "control room" environment is a major plus.
Agility:
Ability to stand for long periods and move quickly across large convention centers or hotel properties.
Education:
Bachelor's degree in Event Management, Communications, or a related field.
Travel:
Willingness to travel (up to 50%) and work non-traditional hours during event "show weeks."
Benefits Salary: $50,000-$60,000
Benefits include Medical Insurance, Dental Insurance, Vision Insurance, 401(k) with Company Match, Short-term and Long-term Disability Insurance, Life Insurance, Employee Assistance Program, Paid Vacation Time and Paid Holidays, Paid Sick Time, Parental Leave, Pet Insurance, Flexible Spending Accounts, and others.
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