Special Events Production Manager

$65,000 - $65,000/Yr

Asian American Arts Alliance - Boston, MA

Full-time - Mid Level

Boston, MA

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Special Events Production Manager (SEPM) at the ICA is responsible for overseeing the planning and execution of production elements for private event rentals and some internal events. This role involves collaborating with clients to develop production proposals, managing event logistics, and ensuring the successful execution of events while maintaining the ICA's standards and budgetary constraints. The SEPM also plays a crucial role in fostering a collaborative and inclusive work environment, embodying the principles of Diversity, Equity, Accessibility, Inclusion, and Belonging.

Responsibilities

• Serve as the primary on-site contact for the duration of the production and technical elements of each external and some internal events.
• Collaborate with clients or event planners to determine necessary production elements considering budget and resources to ensure the event's success.
• Oversee event production onsite, including load-in, strike/load-out, and restoration.
• Create and revise detailed proposals for clients.
• Create and send invoices to The Catered Affair following each event.
• Supervise technical production aspects of external and some internal events.
• Coordinate rentals and deliveries, liaising with Security and facilities teams as required.
• Assist TCA and other ICA departments to anticipate and resolve event-related logistical issues.
• Meet regularly with TCA to discuss upcoming events and staffing.
• Create projections for all overhead costs related to production elements before each event.
• Estimate and adjust crewing requirements.
• Manage hired crew and vendors to ensure safety, professionalism, and adherence to standards.
• Coordinate with relevant ICA departments to fulfill client needs and requests.
• Attend weekly production and operations meetings to share event information and gather necessary details from internal staff.
• Collaborate with the ICA Production Department on equipment allocation and scheduling.
• Assist in maintaining museum spaces, theatrical equipment, and recommend repairs or purchases.
• Manage paperwork within the ICA organizational system, including event forms and calendar information.
• Ensure excellence, professionalism, and safety in all external events at the ICA.

Requirements

• 2-5 years prior Production Management experience with progressively increasing responsibility; in-depth knowledge of Production principles and best practices.
• B.A., B.S. or BFA in technical theatre or theatrical design preferred or commensurate experience.
• Must have working and demonstrable knowledge in theatrical lighting, staging, audio, video, and rigging.
• Knowledge of and ability to enforce safety protocols.
• Ability to oversee simultaneous production disciplines while providing instructions and delegating tasks for successful outcomes.
• Highly organized, detail-oriented individual able to juggle multiple projects and work well under pressure.
• Adept at working with a variety of clients including Board level, VIPs, Artists, and theater crews.
• Ability to balance requests of clients within policies and constraints of the institution's abilities and budget.
• Familiarity with Microsoft Office suite and the Google suite recommended.
• Excellent communication skills and the ability to stay calm under pressure.
• A professional demeanor and appearance is required.

Nice-to-haves

• Experience in a museum or cultural institution setting.
• Knowledge of event planning software.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Disability insurance
• Life insurance
• Flexible spending accounts
• 403(b) retirement plan
• Paid time off