Event Producer

Key Responsibilities

Event Production & Planning

• Lead the planning and execution of AI and technology-focused events, managing timelines, logistics, deliverables, and production details from kickoff through completion.
• Schedule, coordinate, and document client meetings, ensuring agendas and meeting flows are clear, efficient, and productive.
• Manage client approvals, reviews, feedback, and asset collection to keep production on schedule.
• Coordinate with clients, production teams, vendors, creative teams, technical teams, and other event partners to ensure all deliverables are aligned and completed on time.
• Host and prepare for major event meetings, including Kickoff, Weekly Status, Pre-Event, and Post-Event/Debrief meetings.
• Prepare agendas, presentations, schedules, and other materials needed for meetings and production reviews.

Production Quality & Deliverables

• Review and quality-check deliverables from the production team before they are presented to the client.
• Provide clear, constructive, and corrective feedback to production teams to maintain quality and keep work aligned with project requirements.
• Own the accuracy, organization, and presentation of key event documentation, including the Event Spreadsheet and Event Slideshow.
• Maintain detailed project schedules, production trackers, and other documentation throughout the event lifecycle.
• Use Google Workspace confidently, with strong proficiency in Google Slides and Google Sheets.

Budget & Resource Management

• Manage production resources and help ensure the event stays within the approved budget.
• Monitor expenses and production costs throughout the project and flag potential budget concerns early.
• Maintain strict confidentiality when handling budgets, expenses, client information, and other sensitive project details.
• Coordinate with internal teams and vendors to ensure resources are used efficiently and effectively.

Communication & On-Site Production

• Maintain an open and proactive line of communication with clients, stakeholders, and internal teams through Slack and other communication channels.
• Work closely with remote and cross-functional teams to keep everyone aligned on priorities, timelines, and responsibilities.
• On-site, work closely with the client and event teams to ensure a seamless and exceptional event experience.
• Anticipate client and production needs and proactively resolve issues as they arise.
• Keep HQ and internal leadership informed of project progress, client relationships, potential challenges, and opportunities.
• Remain calm, resourceful, and solutions-oriented in high-pressure situations while maintaining a positive and collaborative atmosphere.

Desired Qualifications

• Experience producing AI, technology, corporate, conference, or other innovation-focused events.
• Experience managing remote and cross-functional teams.
• Strong event production, project management, and organizational skills.
• Advanced proficiency in Google Workspace, particularly Google Slides and Google Sheets.
• Experience managing Zoom Rooms, virtual event platforms, or other event technology.
• Excellent communication and problem-solving skills.
• Ability to manage multiple priorities, deadlines, and stakeholders in a fast-paced environment.
• Ability to perform well under pressure while maintaining a positive and professional atmosphere.
• Strong attention to detail and a proactive approach to identifying and resolving issues.
• Interest in AI, emerging technology, innovation, and the future of events and experiences.

How to Apply

To be considered for this role:

1. Submit a Google Drive folder with files set to “Anyone with the link can view” containing anonymized examples of your previous event work, such as:

   • Budgets
   • Meeting minutes
   • Production schedules
   • Event decks or presentations
   • Project trackers
   • Other relevant event production materials

   We want to see concrete examples of what you can bring to an AI and technology event production.

2. Complete your profile with:

   • References from previous colleagues or employers
   • A profile photo
   • A strong professional bio
   • Previous clients
   • Portfolio images showcasing your previous event work