Job Description

Stoelt Productions is a world-class experiential marketing agency and event production company translating client objectives into lasting, memorable brand experiences. Conceived initially to bridge the gap between concept and execution, Stoelt Productions offers a true, single-source solution from concept to execution. Obsessed with a passion for perfection, Stoelt Productions has propelled to the top of their field through innovative design, one-of-kind experiences, flawless execution, and unparalleled client experience.

Catering to the niche of today's most progressive brands, Stoelt Productions continues to lead the field as one of the most progressive and innovative boutique agencies in the industry, connecting brands with consumers on a human level.

Position Summary:

Stoelt Productions is seeking (1) Event Coordinator to assist all aspects of our projects from conception to execution. The Event Coordinator works with the executive team, translating client objectives into high-impact events resulting in client satisfaction, retention, and expansion of business opportunities. Primary responsibilities include concept ideation, operational oversight, development of onsite execution plans/project timelines/work back schedules/staffing, budget management/reconciliation, logistics/shipping, and liaison with the technical team.

This is an excellent opportunity for associate-level applicants interested in further developing their experience in event production to gain exposure and experience to see a large-scale event unfold from start to finish. Our company is comprised of driven and hardworking individuals passionate about what we do. We only seek staff members just as enthusiastic and dedicated.

Ideal candidates must possess an interest in and have a passion for design, art, production, and on-premise promotional event execution. Previous agency experience and knowledge are required, including a fundamental understanding of client services, creative implementation, staffing, vendor management, event set-up & strike, branding, and reporting.  

Applicants must also be deadline-driven, hands-on, team-oriented, proactive, and self-starter. In addition, successful candidates must have the ability to solve problems effectively and efficiently, handle multiple tasks, work well under pressure, and interact with the utmost professionalism with all personnel. 

Essential duties and responsibilities include, but are not limited to: 

• Assist and support the executive team in all capacities including, but not limited to creative and design on brainstorming, proposals, pitches, renderings, print-ready files, layouts, etc.
• Contracting vendors including, researching and comparing quotes, sourcing venues and vendors, negotiating and completing contracts with venues and vendors and manage venue and vendor performance onsite at events.
• Create and manage internal production documents, including but not limited to: work back schedule, meeting agendas, meeting recaps, run-of-show, pull sheets, staff pay sheets, crisis plan, etc.
• Manage and facilitate insurance process for venues, vendors, and contractors.
• Overseeing production for all delegated projects, including pre-production, onsite execution, and project closeout.
• Managing day to day client relationships on production-related issues, as well as managing client needs and expectations, to ensure Stoelt and the event is meeting/exceeding expectations
• Developing and managing event budgets and project profit margins while maintaining all costs and expenditures within allocated project budgets and corresponding contracts.
• Communicate and work cross-departmental on all pieces of projects, including but not limited to: business development, accounting, creative, warehouse, and production
• Managing production staff, including assigning individual responsibilities and setting deadlines and deliverables.
• Responsible for staffing and training for designated projects and events including, but not limited to, spokesmodels, production assistants, merchandisers, and production crew.
• Responsible for allocating, shipping, tracking, and inventory of all event assets, print media, and materials.
• Responsible for overseeing all designated projects and event payments, invoicing, and checks.
• Responsible for all designated projects pre, post, and final event reporting.
• Conduct site surveys
• Manage and distribute credentials, radios, petty cash, layouts and crew specific materials onsite
• Plan, schedule and ensure that all craft services, crew meals and beverages are setup and ready as planned per the production schedule.
• Manage and lead all crew and staff onsite, including managing and controlling all Load Ins and Load Outs.
• Work with onsite Operations Manager on all build elements
• Provides daily updates and project status to Executive Team and designated contacts and clients.
• Execute events, including managing onsite event activities and ensuring flawless execution and creative problem-solving.
• Travel as needed to lead onsite execution as well as train, support, and supervise field staff and lead onsite execution 

Job Requirements:

• Bachelor's Degree preferred
• A minimum of 2 years of relevant agency event production experience
• Experience in multitasking and prioritizing assignments under high pressure 
• Thrive in an extremely fast-paced environment 
• 1-2 years of management experience
• High energy, reliable, and ability to think quickly, solve problems effectively and efficiently
• Positive can-do attitude with strong initiative and follow-through 
• Creative thinker with attention to detail and deadlines
• Possess excellent written, verbal, and interpersonal communication skills
• Comfortable working long hours, nights, weekends, and holidays as needed
• Extensive computer skills and proficiency in MAC OS environment with working knowledge of google docs suite, MS Office, Keynote, Numbers, Slack, Monday.com
• Must own a vehicle and possess a valid drivers license 
• Thorough understanding of permitting standards (Including but not limited to TPA, Special Event, Fire, Health & Safety, Building & Safety, Noise, etc.) and ability to successfully manage production timelines and needs as related to permit procurement.