Associate Producer of Events

Becket, MA - USA

Monthly Salary: USD 25 - 30

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Description

TITLE: Associate Producer of Events

STATUS: Part-Time Remote Seasonal (March 16-May 10 )

Full-Time In-Person Seasonal (May 11-September 4)

LOCATION: In-Person

REPORTS TO: Producing Director

DEPARTMENT: Programming

SUPERVISES: Seasonal Staff & Interns

WORKS WITH: Programming Staff Seasonal Staff & Interns Production Department

COMPENSATION: $25-$30/hr for Part-Time work 40-70 hrs/month $1200-$1500/week for Full-Time work

SCHEDULE: Business Days/Hours Part-Time scaling from 40-70 hrs/month (February-April) Five (5) Day work week averaging 35-40 hrs/week (May) Six (6) Day work week averaging 48-55 hrs/week (June-August)

BENEFITS (SUMMER ONLY): Three meals a day housing free access to classes performances talks and studio usage.

POSITION OVERVIEW

Jacobs Pillow seeks experienced and detail-oriented seasonal Associate Producer of Events to join the Programming Department reporting directly to the Producing Director. The Associate Producer of Events will be responsible for managing contract administration and advancing logistics for all events and event performances with support from Seasonal Staff. Key responsibilities include the planning execution and support of on and off campus events including the annual Gala art exhibit openings field convenings late night dance parties weekly Family Programming Alumni and Community Days. Additionally the Associate Producer of Events will manage and communicate logistics with artists draft and negotiate contracts arrange transportation support visa logistics coordinate housing and meals arrange complimentary tickets and work closely with the Health Care Coordinator to support the wellness of visiting artists and guests. The Associate Producer of Events will also assist in tracking the Programming Departments annual budget support special events and ensure the smooth execution of all logistical needs for Jacobs Pillows performance programming.

RESPONSIBILITIES

Leads in the planning execution and support of all public events including the annual Gala art exhibit openings field convenings late night dance parties weekly Family Programming and Alumni and Community Days.
Works closely with the Producing Director and interdepartmentally to see that the final Run of Shows/Events schedules and programs are being implemented at their direction.
Facilitate relationships between artists/companies and Pillow departments to ensure a smooth transition from the curatorial process to presentation.
- Liaise with the Marketing & Media Departments to ensure artists are accurately represented.
- Liaise with the Production Department to coordinate schedules rehearsal space dressing rooms and other necessary logistics ensuring a seamless experience for artists and staff.
Prepare draft and file contracts for artists ensuring accuracy and compliance in all agreements ahead of the festival and shoulder seasons.
Ensure artists receive a warm welcome and they are well-cared for throughout their visit.
Attend select final dress/event rehearsals to ensure the program is smooth and ensure audience experience is appropriately planned in conjunction with the Patron Services Department.
Review print and digital programs for all events and event performances within the editorial team timeline.
Monitor and track budget for events.
Work with the internal team and a visa consultant to ensure all artist visas are processed on time adhering to relevant regulations.
Create maintain and distribute informational materials for artists providing them with necessary resources and schedules upon arrival.
Ensure artists feel valued and well-cared for throughout their visit including overseeing their dietary needs wellness support and any special requirements.
Collaborate with the Health Care Coordinator to arrange wellness support for artists including transportation to healthcare services as needed.
Act as an on-call contact for campus emergencies working collaboratively with team members to address and resolve issues.
Cultivate and maintain positive relationships between artists/companies and Pillow departments ensuring a welcoming and supportive experience before during and after performances.
Supervise and mentor a seasonal intern by offering guidance and ensuring the successful completion of their tasks concerning artist and performance logistics.
Lead events team and additional high-profile events as needed ensuring all logistics are in place.
Participate in weekly departmental meetings providing updates sharing insights and ensuring alignment across departments.
Assist in managing departmental finances including processing payments filing receipts and tracking the budget to ensure transparent financial oversight throughout the season.
Support the seasonal setup and breakdown of the Festivals performance spaces studios exhibition spaces and temporary tents as the festival begins and ends.
Assist with driving running errands and updating calendars as needed requiring a valid drivers license and comfortability to drive a 12-passenger van.
Complete required Adult/Child CPR and First Aid Training (provided to staff prior to the Festival) to be prepared for emergency situations.
Offer general support to the Programming Department contributing wherever needed to ensure smooth operations throughout the year.
Maintain early and constant communication with the Producing Director regarding the coordination of event company management requirements and Jacobs Pillow resources.
Take on special projects as assigned.

Qualifications

REQUIRED QUALIFICATIONS

5-8 years of related experience in producing event management company management or arts administration.
Proven ability to manage multiple projects with precision and meet deadlines.
Experience with logistics planning including booking travel accommodations and providing hospitality.
Strong written and verbal communication skills with experience in navigating and communicating with multiple cultural perspectives with diplomacy.
Experience in artist contract management.
Experience in developing and tracking budgets.
Proficiency in using productivity tools such as Google Suite and project management software.
A valid drivers license with a willingness to drive for work-related duties as necessary.
Willingness to respond to urgent needs outside of office hours and work nights/weekends as needed.

PREFERRED QUALIFICATIONS

Comfort and eligibility to drive a 12-passenger van (valid drivers license required).
Multilingual skills are a plus.
Experience in event coordination and hospitality (catering restaurant or hotel services).
Knowledge of dance or performing arts is beneficial.

SKILLS & QUALITIES

Committed to a culture of continuous learning and growth with a focus on advancing Inclusion Diversity Equity Accessibility and Belonging efforts while fostering a welcoming equitable and supportive environment where everyone feels valued.
High proficiency in analytical and empathetic problem-solving including conflict resolution negotiation and mediation.
Ability to work adaptively and collaboratively across interdepartmental working styles.
Demonstrated capability to conceive strategize and manage multiple projects ensuring accuracy and attention to detail.
Passion for mentoring and supporting interns and young career professionals.
A positive upbeat attitude with the ability to maintain composure flexibility and a sense of humor in a fast-paced dynamic environment.

WORKING CONDITIONS/PHYSICAL DEMANDS

Office setting: Remaining in a stationary position for extended periods of time moving within the office space as necessary. Shared working space with others in close proximity.
Working long hours with frequent interruptions.
Working regularly outdoors in all weather conditions including inclement weather.
Working regularly in wooded areas with exposure to native wildlife including but not limited to rodents ticks and mosquitos.
Lift up to 25 pounds and move objects across campus with or without assistance such as tables chairs and event supplies.
Ability to work evenings select late nights and weekends.
Shared responsibility of On-Call phone for campus emergencies.

*Not sure you meet 100% of the qualifications Research shows that men apply for jobs when they fulfill an average of 60% of the criteria but women tend to apply only if they meet 100% of them. Yet people who are systematically marginalized tend only to apply if they meet every requirement. We encourage you to apply if you believe you could excel in this role. Please use your cover letter to tell us about what you hope to bring to this role. We are dedicated to considering a broad array of candidates including those with diverse workplace experiences and backgrounds. So whether youre returning to work after a gap in employment simply looking to transition or taking the next step in your career path we will be glad to have you on our radar.

APPLICATION PROCESS

Video and/or audio applications are welcome (though not required) in addition to written expressions of interest.

Interview Stages: Candidates can expect to engage in up to three rounds of interviews held on Zoom

Additional Documents: We may ask for a writing sample or a sample spreadsheet to better understand your expertise and fit for the role.

Accessibility Accommodations: Should you require any accommodations to facilitate your application please dont hesitate to reach out to us at We are committed to providing support throughout the application journey whether thats through email a phone conversation or a video call.

Required Experience:

DescriptionTITLE: Associate Producer of EventsSTATUS: Part-Time Remote Seasonal (March 16-May 10 )Full-Time In-Person Seasonal (May 11-September 4) LOCATION: In-PersonREPORTS TO: Producing DirectorDEPARTMENT: ProgrammingSUPERVISES: Seasonal Staff & InternsWORKS WITH: Programming Staff Seasonal Staff...