Assistant Production Manager

Roles and responsibilities

Key Responsibilities:

Pre-Production:

• Collaborate with the creative team and clients to translate event concepts into detailed production plans.
• Manage all aspects of event logistics, including venue sourcing, vendor selection, and budget allocation.
• Oversee the procurement and management of all event materials and equipment.
• Develop detailed production schedules and timelines.

On-Site Production:

• Lead the on-site event production team, ensuring seamless coordination and execution.
• Monitor event progress, troubleshoot issues, and make necessary adjustments.
• Ensure the highest quality standards are met throughout the event.

Post-Production:

• Conduct post-event debriefings and gather feedback from clients and stakeholders.
• Prepare detailed event reports, including financial analysis and key performance indicators.
• Maintain accurate records of all event-related activities.

Vendor Management:

• Build and maintain strong relationships with vendors, including venues, caterers, AV suppliers, and production companies.
• Negotiate contracts and ensure quality standards are met.

Budget Management:

• Monitor event budgets closely and identify potential cost-saving opportunities.
• Ensure all expenses are within budget and properly documented.

Qualifications:

• Bachelor’s degree in Event Management, Marketing, Hospitality, or related field.
• Minimum 8 to 10 years of experience in event planning and management.
• Master of multi-tasking, prioritization, and timelines and has a proven track record of complex event programs with varied stakeholders and representing various teams within the organization
• Proven ability lead projects across the execution of websites pages, applications, integrated campaigns, photo shoots and/or other digital marketing assets
• Experience of assisting on projects with web and mobile development technologies
• Creativity with the ability to define an engaging user experience
• Thrives in rapid growth, fast paced environment and adapts well to change
• Resourceful, anticipates needs and has ability to troubleshoot

Desired candidate profile

1. Event Production Planning

   • Developing comprehensive production plans, including timelines, schedules, and resource allocation.
   • Collaborating with clients, event planners, and vendors to understand event requirements and goals.

2. Logistics Management

   • Coordinating all logistical elements, such as transportation, equipment, and venue setup.
   • Managing event flows, including rehearsals, technical runs, and event day schedules.

3. Vendor and Supplier Coordination

   • Selecting and negotiating contracts with vendors, including AV technicians, lighting designers, caterers, and decorators.
   • Overseeing vendor deliveries, installations, and services to ensure they meet the event’s needs.

Technical Production Expertise

1. Audio-Visual Management

   • Overseeing the technical aspects of audio, visual, and lighting systems for events.
   • Coordinating sound engineers, lighting designers, and video technicians to ensure flawless technical execution.

2. Stage Design and Set Construction

   • Managing stage and set designs, including layout, decor, and installations.
   • Ensuring technical setups are in line with creative concepts and client expectations.

3. Equipment Management

   • Ensuring that all necessary equipment (AV, lighting, staging) is available, tested, and functioning properly.
   • Managing inventory, renting equipment, and troubleshooting technical issues.

Team Leadership and Management

1. Team Leadership

   • Leading a team of production assistants, technicians, and event staff.
   • Assigning tasks, delegating responsibilities, and ensuring smooth collaboration among all team members.

2. Training and Development

   • Providing training to junior staff on event production procedures and safety protocols.
   • Ensuring that the team is aligned with the company’s standards and expectations.

3. On-Site Supervision

   • Overseeing event setup, execution, and breakdown to ensure everything runs according to plan.
   • Monitoring all event activities in real-time and making adjustments as needed.