Event Production Coordinator

Production Services team members work with clients, internal team members, and external partners to manage the creative content, logistical, and technical components of event production elements, typically involving audio/visual and stage production. An Event Production Coordinator assumes support or full management responsibility of all virtual or in-person programs assigned during and after the sales process to ensure the client vision and needs are clearly communicated and executed.

This position’s primary assignments will be related to virtual programs with in-person program support positions also assigned. This position is an entry-level position to gain experience and develop skills with the goal of growing into elevated positions and to specialize in Production Services at metroConnections.

The goal is always to provide exceptional service and to ensure customer satisfaction. An Event Production Coordinator can accomplish this goal by implementing the metroConnections Brand Pillars in everyday work functions with internal colleagues and external clients and partners: Connection, Innovation, Adaptability, Partnership, Dependability, Execution.

This is a full-time, salary, bonus-eligible, hybrid position. Work locations will include independent remote/work from home, occasional team office work in Burnsville, MN, and on-site event work (within the Twin Cities, domestically, and internationally, including overnight travel).

Position Responsibilities include, but are not limited to:

• Work collaboratively with all service teams within metroConnections.
• Participate in all aspects of metroConnections where appropriate/when assigned.
• Non-Program related tasks including supporting fellow teammates, creating resources, participating and support of organization in team meetings, and more. 
• PROJECT KICK OFF: Lead or support the Project Hand-Off Phase (once project is assigned):
  • Schedule meetings with sales manager to review project.
  • Organize and update group folders & documents on local shared drive.
  • Confirm and update project entries in inventory system (Flex Rentals).
  • Create and manage all Smartsheet and SharePoint resources.
  • Partner with support role(s) and lead project work dispersal as applicable.
• PRE-PROGRAM: Lead or Support the Coordination Phase for assigned projects, following established processes:
  • Communicate and coordinate with internal teams: Program Manager, Technical, Operations, Shop, Creative, Sales, etc.
  • Act as Lead or Support on Client Budget management
  • Correspond with vendors – checking availability/options, negotiate rates, book services, etc.
  • Correspond with venue/event site contacts – logistics planning, scheduling, etc.
  • Correspond with clients – finalizing details and logistics during planning process.
  • Coordinate financial details with Accounting Team: accounts receivable, accounts payable, etc.
  • Create and share on-site schedules/planning documents.
  • Research additional client requests as needed, including entertainment acts, keynote speakers, entertainment, furniture for panel, etc.
  • Create, format, and save all project documents in group folders in shared locations throughout planning process.
  • Lead, attend, and participate in program site visits as needed (including travel)
  • Gather, review, and manage presenter content.
  • Research and manage travel arrangements for staff.
  • Shop for prop and green room supplies.
  • Pull and sort supplies for truck loads.
• DURING PROGRAM: On-site Non-Technical Lead or support:
  • Lead or support with presenter content management
  • Lead or support during speaker rehearsals
  • Update show call and storyboards
  • Act as liaison for client, show call, stage manager, all techs, and speakers.
  • Serve as stage manager or show call during General Sessions – both in person and virtual.
  • Serve as breakout manager/assistant as needed on programs – both in person and virtual.
  • Trouble-shoot throughout on-site execution phase. 
  • Coordinate staff meals when working on site during mealtimes. 
• POST PROGRAM: Support or lead post-program follow up phase of assigned projects:
  • Finalize financial details with Program and Accounting Team: accounts receivable, accounts payable, and management and closing of profit sheets, etc.
  • Communicate updates and learning experiences to internal teams. 
  • Assist in adjusting profit sheets as needed after audits.
  • Put producer items away in warehouse (printers, producer boxes, etc.).
  • Inventory new items for storage/updating existing inventory details.
  • Upload, save, and share program photos.
  • Compile and share debrief notes.

Minimum Qualifications include:

• Strong organizational skills, with the ability to stay focused on tasks, as well as a strong attention to detail and organization/documentation.
• Technology literate with a passion for learning new things.
• Exhibit strong computer and technical skills; proficiency in Microsoft Office including PPT, Word, Excel, and Outlook.
• Work independently to come up with viable solutions.
• Provide excellent customer service via email, on the phone and in-person.
• Take direction from multiple managers or team members, as well as having a good understanding of with whom to advise/consult in the event of conflicting instruction.
• Multi-task efficiently, learn quickly, and provide detailed work while maintaining big-picture thinking.
• Demonstrate common sense, comprehend instructions, interpret documents, and apply abstract principles to a wide range of complex tasks. 
• Excellent oral and written communication, including presentation skills (English is the primary language).
• Understand the meanings of words and effectively respond, analyze information, and write reports, and comprehend complex issues and communicate effectively to diverse groups. 
• Perform basic arithmetic accurately and compute rates and percentages. 
• Ability to work well in a team environment; able to collaborate and compromise, both as a lead and support role.
• Manage stress successfully: handle multiple priorities and deadlines simultaneously while adapting to change, trouble-shoot, and make decisions while maintaining a calm and respectful demeanor.
• Work successfully with many different types of personalities.
• Possess strong leadership skills and an outgoing personality. 
• Maintain a cheerful and positive attitude.
• Maintain a presentable appearance as many work functions are performed in or adjacent to a corporate atmosphere.
• Ability to please most people and accept feedback and criticism in a constructive manner.
• Ability to follow through with commitments and show concern for the needs of others.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• The employee must be able to lift up to 40 pounds.
• The employee may exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push or otherwise move objects.
• This is a sedentary position that requires the employee to sit for extended periods of time without being able to leave the work area.
• The employee will experience repetitive motion, substantial movements (motions) of the wrists, hands, and/or fingers.
• The employee will type or otherwise work primarily with fingers.
• The employee will be required to stand or walk for long periods of time.
• Regularly required to talk/hear.

Preferred Qualifications include:

• Desire to start a career in Corporate Conference and Meeting Production.
• Production, meetings, hospitality, or other applicable industry experience.
• Experience in virtual, hybrid and in person productions.
• Experience in streaming platforms including Vimeo/Livestream, Zoom, and Microsoft Teams.
• Understanding or ability to learn quickly additional software’s such as PollEverywhere, Pubble, Slido, Keynote, etc.

Benefits Package Highlights:

• Comp Time for on-site program hours worked over 40
• Overnight Program Travel Bonuses – $50.00 per night for overnight program travel
• Paid Time Off – Starting with 15 PTO Days
• Paid Holidays – 9.5 Days Annually, including Employee-Owner Appreciation Day (first Friday of March)
• Summer Fridays – Reduced Business Hours on Fridays during Summer Months
• Employee-Owned – Employee Stock Ownership Plan – Retirement Plan 100% funded by the company
• 401(k) Retirement Plan with company match
• Medical and Dental Insurance – 50% company paid
• Options for Voluntary Disability Insurance, Voluntary Vision Insurance, Voluntary Life and AD&D Insurance
• Parental Leave – 10 Days Paid
• Bereavement – Up to 5 Days Paid per occurrence
• Annual Uniform Allowance
• Monthly Cell Phone Reimbursement

Compensation:

• $48,0000.00 – $52,000.00 annually

Please send your resume and rate requirements to jobs@metroconnections.com.  No phone calls please.

AI for screening candidates has its limitations and potential biases and should not replace human decision-making in hiring. To find the best candidates for our organization, metroConnections does not utilize AI for candidate screening.