Event/Experiential Production Coordinator

2 weeks ago

New York, United States HangarFour Creative Full time

Who We Need

HANGARFOUR, a creative service agency, is looking for a talented Production Coordinator to join our Event/Experiential team. We’re a boutique shop, so ideal candidate will have an entrepreneurial spirit and enjoy contributing to all aspects of the creative process.


Who We Are

We are a creative agency called HangarFour within a big PR firm called DKC. But who we actually are is a scrappy, close-knit crew of multi-talented creatives who play a variety of roles. With us, the ability to step in and step up to make ideas happen is what makes us stand out to our clients and the industry. It is essential that you have that vision too. Oh yeah, and have a lot of fun


The Role:

The Production Assistant supports the Executive Producer and the production team in preparing for various types of events throughout the country. Projects may include consumer activations, product launches, press conferences, concerts, gala dinners, cocktail parties, corporate conferences, food and wine festivals, corporate events and hospitality as well as theatrical, performance and sporting based events of all kinds. Eagerness to learn new things, attention to detail and a willingness to get your hands dirty is a must.


Managing work: Understanding and supporting the Departmental vision, purpose, and strategies. Managing work to achieve results within budget and on time. Continuously looking for ways to simplify and improve work processes to achieve better results. Developing plans for accomplishing objectives; monitoring status. Focusing majority of energy and resources on projects and tasks that add value. Anticipating problems and taking action to prevent them or minimize their impact. Taking responsibility for decisions, actions, and results.


Maximizing resources: Working collaboratively with people in the Department and in other parts of the Organization; supporting others when requested. Making good use of internal resources including systems, equipment, supplies, analytical tools, etc. Involving others in identifying problems, opportunities, and developing solutions.


Learning and adapting: Keeping up-to-date on knowledge specific to the event/production industry. Evaluating experiences and learning from them; communicating insights so others can benefit. Finding a way to get the job done even when normal channels, materials, and methods don’t work. Demonstrating a willingness to take on new challenges, responsibilities, and assignments. Seeking and accepting feedback for self improvement without becoming defensive.


Job duties include:

-Source potential vendors; including caterers, audio-visual production companies, staffing agencies, etc. and prepare evaluations based on quality, price and professionalism

-Manage and organize the production of the HangarFour Events quarterly department newsletter

-Organize and maintain all storage inventories and electronic files

-Research and update team on new venues, vendors and products in key markets

-Participate in brainstorming sessions and contribute ideas regarding event concepts

-Assist in creation, design and writing of copy for event proposal decks

-Source poignant reference images and construct eye-catching mood boards

-Create, organize and maintain client contact sheets and other documents

-Coordinate onsite event logistics including venue and client relations, quality control, talent and brand ambassador wrangling, personnel and vendor supervision, transportation, scenic installations, florals, décor, catering, lighting sound

-Assist onsite builds, event load-in and load-out

-Administrative coordination including scheduling, booking hotels & flights, organization of departmental assets and other tech support

-Maintain brand integrity for both the client and the firm


Skills and experience required:

-2+ years of event production/production management

-Proven ability to multi-task and handle multiple projects

-Excellent project management skills

-Knowledge of design, lighting, sound, video, photography and social media

-Willingness to share current industry connections and cultivate new relationships

-Proficiency with Mac as well as Word, Excel, PowerPoint and Adobe Creative Suite

-Willing to travel

-Keen awareness of event industry activity

-Passionate with an entrepreneurial drive

-An eclectic sense of style and creativity

-Ability to work long hours, weekends and holidays


This role has tremendous growth potential and the ability to contribute to the overall growth and creativity of the agency. The ideal candidate must possess an entrepreneurial spirit, creative thinking, a nurturing personality and like getting their hands dirty.

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