Associate Producer

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Job Duties

Duties include but are not limited to:

• Assist with planning, coordinating, and executing events and conferences by following established guidelines, policies, and standard practices.
• Support coordination of event logistics, including facilities, equipment, scheduling, staffing, and event components.
• Coordinate event setup and tear-down activities.
• Assist with logistical arrangements such as vendor access, security coordination, parking, and site requirements.
• Support the development and maintenance of event timelines and schedules as assigned.
• Participate in pre-event, day-of-event, and post-event activities.
• Provide on-site event support to help ensure smooth operations and a positive attendee experience.
• Develop working knowledge of event planning terminology, processes, and related policies and procedures.
• Consult with more senior events and conference professionals regarding complex or unusual situations.
• Routinely interact with internal and external stakeholders, vendors, speakers, and attendees to support event execution.
• Communicate event details and logistical needs in accordance with established guidelines and instructions.
• Coordinate routine speaker and attendee logistics, including accommodations, transportation, and special requirements as assigned.
• Respond to questions by applying established policies and standard procedures.
• Provide work direction to volunteers, student employees, and event support staff as assigned.
• Maintain professional and service-oriented interactions to support positive stakeholder relationships.
• Gather and compile data to support budget development, vendor or venue selection, and event planning activities.
• Assist with tracking event expenses and reconciling financial records in accordance with established guidelines.
• Provide regular updates and information to support budget monitoring as assigned.
• Support post-event evaluations by collecting feedback from attendees, stakeholders, and staff.
• Compile event data and assist in preparing post-event summaries or reports.
• Identify and communicate routine issues or areas for improvement to more senior staff.
• Prepare and coordinate distribution of event and promotional materials, including programs, signage, invitations, communications, and feedback surveys.
• Support event promotion efforts using established communication channels such as websites, email, and social media.
• Assist with implementing and maintaining event registration processes, including use of online systems.
• Maintain attendee databases and scheduling systems to ensure accurate event information.
• Prepare and process event-related documentation, including invoices, work orders, requisitions, and related paperwork.
• Maintain organized event files, records, and documentation in accordance with established procedures.
• May be required to obtain additional training and/or certification as part of professional development, based on organizational needs, to stay current with industry standards.
• At the direction of an appropriate administrator or supervisor, may provide support to other areas as needed.
• The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this classification.
• Other duties as assigned.

Minimum Qualifications

Education/Experience: Equivalent to a bachelor’s degree in a related field. Relevant education and/or experience that demonstrates acquired and successfully applied knowledge and abilities may be substituted for the required education on a year-for-year basis.

Preferred Qualifications

• Prior experience in an event, conference, nonprofit, education, or similar professional setting.
• One (1) year of direct customer service experience in a related setting, such as event planning, conference planning, sales, or a related area.
• Prior experience with event contracts, leases, direct pay, and reconciliation.
• Prior experience developing or working with event layouts, diagrams, or floor plans to support event setup and space planning (e.g., Social Tables, Cvent Diagramming, or similar).
• One (1) year of experience working with donors, stakeholders, and event attendees.
• Prior experience using event management or scheduling systems to coordinate events, maintain records, and track logistics.
• Prior experience supporting event logistics and on-site coordination, including setup, vendor coordination, attendee support, and fundraising event execution.
• One (1) year of experience coordinating events, conferences, or fundraising activities, including planning and execution support.

Knowledge, Skills, and Abilities

• General professional knowledge of event and conference planning and management.
• Demonstrated communication and interpersonal skills to collaborate effectively with internal and external stakeholders and event attendees.
• Skill in following guidelines and providing input and feedback as required and applicable.
• Ability to work both independently and as part of a team, with a customer- and stakeholder-service-oriented approach.
• Flexibility to adapt to changing priorities and deadlines.
• Analytical and mathematical skills to conduct research and coordinate and reconcile financial accounts.
• Organizational skills to plan, organize, and prioritize work.
• Computer skills to appropriately use technology and relevant software packages as required.

Special Conditions

• Position may be required to travel.

License or Certifications

• Valid driver’s license.