Production Specialist

Position Overview :

The Production Specialist works closely with project teams to implement and execute strategic and tactical fulfillment of global virtual experiences and in-person events.

This position executes assigned project tasks independently and will have latitude to solve complex project issues and present solutions to the internal team.

This position proactively manages program elements, and regularly communicates with clients, project team members (e.g., Account Directors, Producers, Technical Directors, Finance, etc.

other Sparks divisions, contingent resources, suppliers, and venue contacts.

Responsibilities :

• Contribute to all aspects of virtual and in-person event experiences including the planning and execution of events, general sessions, breakouts, digital platforms, exhibits, trade shows, special and ancillary events, and experiential activations.
• Work with cross-functional project teams on planning, execution and post event reporting, and presentations for sold projects.
• Project scope responsibilities may include : support for the management of project resources, compiling detailed event project plans, workflows and timelines for each event, creation and distribution of team call agendas and notes, documentation of project areas, onsite / virtual staffing management, signage and graphics development, speaker and presentation design management, video production, audio visual production, digital platform build out and management, talent identification and management, scenic design and build management, and contingency planning.
• Support Producers in the on-boarding process of contingent talent, supplier set-up, PO creation, invoice processing / follow-up and final project reconciliation.
• Support project lead in managing the financial reporting by ensuring all data meets company compliance criteria and profit margins goals, reconcile invoices, final cost reporting, and capture of cost savings.
• Schedule necessary project team meetings or sub-meetings, develop and distribute the meeting agenda, facilitate the meeting, and report out on notes and actionable items.
• Support third-party invoice / expense tracking and final reconciliation. Develop and tracks project schedules, agendas, and show flows as needed.
• Maintain and update all workstream applications including Box folders, Google Drive, spreadsheets, decks, documents, etc.
• Assist in managing all logistics for in-person and virtual event preparation and execution including the shipping of event supplies, product, and collateral to and from event locations.
• Create post-event debriefs and propose opportunities for change and improvement to stakeholders.
• Oversee departmental processes while being proactive.
• Perform other duties as assigned and maintain consistent and thorough communication with all parties involved.

Qualifications :

• Bachelor degree or equivalent combination of education and experience.
• A minimum of 2 years of experience in the in-person event space.
• Experience in managing vendors, people, equipment, and timelines.
• Ability to quickly recognize or anticipate problem areas and quickly develop solutions.
• Flexible, self-motivated, energetic, and uses time productively and efficiently.
• Strong and proficient skills with Microsoft Office tools such as Excel, Word, and PowerPoint.
• Motivated to learn digital platforms for virtual events.
• Exhibits an outgoing, upbeat personality, enjoys working as part of a team, and is efficient, considerate, and organized, with a keen eye for details.
• A strong attention to excellent customer service with proven written and verbal communication skills is preferred.
• Ability to operate in a fast paced environment.
• Strong attention to detail, a postive attitude and a team player.
• Work hours are typically Monday through Friday; extended business hours and weekends will be required.
• Must be able to travel up to 25% domestically with some international travel possible.
30+ days ago