Program Coordinator - Production, 3356-1

Program Coordinator - Production, 3356-1

We foster a high-performance environment where individuals are trusted to make decisions and are expected to act in the best interest of the company. We value creativity, innovation, direct communication, and a relentless pursuit of excellence. We encourage taking smart risks, embracing curiosity, and continuously raising the bar. We look for team members who are self-motivated, highly accountable, thrive in a fast-paced environment, and are passionate about making an impact through their work.

Position Overview

• Support the Integration of project information with internal and external organizations including project team
• Communicate to cross-functional partners, such as Marketing, Comms, PR, Licensing, IP, Legal, Content and Music. Keep key members informed, solicit feedback and implement when appropriate
• Liaise with third party vendors and partners, including creative agencies, production vendors, ticketing, marketing, and site operations
• Collect, update, and maintain detailed project files across creative, production, and operations, keeping a consistent archival structure through the life of a project
• Assist in collecting assets and materials for research
• Assist in routing assets for approvals
• Assist with routing and processing of contractual and financial documents (i.e. NDAs, invoices, vendor set-up, etc.)
• Schedule meetings, work sessions, and reviews for internal team, cross-functional partners, and with external agencies as needed. Be designated note taker in meetings and send out recaps and action items
• Coordinate travel agendas and logistics to ensure that team trips are well defined with agendas, itineraries, and stakeholder travel info
• Build presentation decks for internal team updates, executive reviews, local municipality, and external partners
• Assist the Programming Producer with day-to-day Programming coordination for our experiential venue, liaising with onsite production specialists on execution

Responsibilities

• Maintain and update a shared project tracker and files, including shares with internal partners and external vendors
• Attend and take notes in recurring team syncs, weekly production meetings, and ad hoc creative reviews; circulate recaps and action items
• Track approval status of creative assets moving through legal, licensing and marketing review, and follow up with stakeholders
• Log and route incoming invoices, NDAs and vendor onboarding paperwork to the appropriate approver, and track turnaround time
• Book and confirm vendor and agency meetings, including scheduling logistics across multiple calendars and time zones
• Draft and format slides for Programming Producer and production team
• Coordinate travel logistics for team members traveling to experiential venue sites, including itineraries, review coordination and timelines
• Serve as the day-to-day point of contact for onsite production specialists at our experiential venue, relaying programming updates and escalating issues to the Programming Producer
• Maintain a running list of open items and dependencies across the project and flag risks
• Maintain the project activation deck to ensure all creative, operational, production, and marketing slides are up to date; follow up with cross-functional partners to confirm their sections are current
• Manage meeting agendas, ensuring objectives, topics, and owners are clearly defined and distributed in advance

Nice To Haves Or Preferred Skills

• Experience supporting live events, experiential activations, entertainment, hospitality, programming, or large-scale consumer-facing projects
• Experience working with creative agencies, production companies, vendors, or other external partners
• Experience building and maintaining executive facing presentations and project status decks
• Experience managing vendor onboarding, invoices, contracts, NDAs, or other administrative production processes
• Experience working directly with onsite production teams and translating programming or creative direction into operational execution
• Experience working in g-suite, Airtable and Slack

Pay Range $35–45/hr.