GURU OF GATHERING? ORGANIZATIONALLY ON-POINT? PROFICIENT PLANNER?

Position Title: Senior Producer

 

Job Summary: The Senior Producer is responsible for leading the his/her Strategic Production Team (SPT) to research, develop, plan and execute high-profile and strategically important client events including but not limited to special events, meetings, transportation moves and shuttles, incentive trips, tours, and evening activity programs from contracting through final invoicing and post-program activity. Clients come from the corporate, higher educational, institutional, association, and not-for-profit markets.  Program size ranges up to 30,000+ participants.

 

Position Objective: Maximize current and future revenue opportunities for Total Event Resources through the development and execution of creative live event solutions that exceed our clients’ needs and expectations while meeting the profitability requirements of the agency.  Lead and build high-performance SPT.

 

Job Type: Full time – Exempt

Salary Structure: Base Salary + bonus

Career Level: Professional

Reports to: Director of Operations

 

Primary Responsibilities:

Either directly or through the assignment of responsibilities to designated subordinates, the Senior Producer will perform the following, as well as other tasks/duties as necessary:

Client-Facing

• Maintain and grow productive, professional, and profitable relationships with clients.
• Proactively reassess and validate client needs on an ongoing basis.
• Lead the planning and execution of all logistical components for assigned meetings, programs, or events.
• Serve as the central point of communication with all external stakeholders while remaining accountable for the entire project’s success.
• Identify opportunities to drive current and future potential revenue and profitability from first interaction with the client to onsite operations.
• Conduct client pre-convention meetings to review all details of the program and any last-minute changes or additions to ensure effective information sharing and efficient operations during the program.
• Maintain constant presence and availability to client throughout program operations to include: mobile and physical availablity throughout the program, meeting the client so they feel a comfort level, being present at load-ins and start of events.
• Obtain client signoff for changes, additions, and cancellations, including change/growth of project scope.
• Prepare final client invoice and program closeout within appropriate time frames, as determined by management or contract.
• Monitor the ongoing success of event activities by conducting regular checks on the process and making recommendations for adjustments to the plans.
• Attend and advise on site inspections as required.

Internal

• Lead strategic planning process that develops mutual performance objectives and financial targets for the client and the agency.
• Coordinate the involvement of agency resources to meet client expectations and account performance objectives.
• Update/contribute to tracking client’s upcoming live event opportunities and critical milestones.
• Lead, produce, and execute the project plans, including scheduling and engagement of all agency resources to meet client expectations and account performance objectives for live event production and management.
• Identify and resolve project issues, ensuring the project and the assigned team progresses on budget and on schedule.
• Lead their SPT in training and development for team’s and individuals’ growth plans.
• Support SPT to ensure the progression of contracted programs.
• Consult with and maintain a professional rapport with other SPTs and other strategic departments within Total Event Resources.
• Aid Creative Services in development of comprehensive solutions to deliver operationally sound services to our clients.
• Secure all supplier partners/preferred partners through a strict vetting process and negotiation of pricing.
• Conduct reviews of SPT members and training for field staff.

 

Key Competencies and Professional Requirements:

• 5 – 10 years live events industry experience
• Strong project management, negotiation, organizational and analytical skills required
• Excel budget experience in accordance with maintaining profit goals
• Demonstrated ability to manage multiple projects simultaneously
• Excellent B2B written and verbal client service skill
• Proven success with creating and managing budgets for maximizing profitability
• Excellent inside/outside collaborative and organizational skills
• Professional working proficiency in Microsoft Office, other project related software
• Ability to travel outside of Chicago area on overnight business (up to 50%)

 

Education:

• BA/BS in Event Planning or Marketing/Communications or equivalent experience
• CMP, DMCP, CMM, CESP or other professional designation (if none, then one must be achieved within first twelve months)

Production Assistant

Job Summary: The Production Assistant will collaborate with the Account Manager and Senior Producer, Producers and Associate Producers in research, development, planning and execution of innovative and memorable Live meetings and events as part of a strategic team responsible for customer contract fulfillment.

Position Objective: Assist with Total Event Resources production team to maximize current and future revenue opportunities for Total Event Resources by ensuring that the development and execution of live event solutions clients’ needs and expectations are continuously met by the agency.

Job Type:                          Full time

Salary Structure:           Base Salary + participate in bonus program

Career Level:                  Professional    

Reports to:                       Event Operations Manager

Primary Responsibilities:

• As a member of the client team, collaborate with Senior Producers/Producers/Associate Producers to proactively reassess, communicate, and validate customer live event needs on an ongoing basis
• Assist with team to produce, and execute the strategic event plan, including scheduling and engagement of all agency resources, to meet client expectations and account performance objectives for live event production and management as well as lead on specific events based on level of project
• Assist on the planning and execution of all logistical components for assigned meetings, programs, or events
• Assist the marketing and communication components of assigned programs to maximize event attendance and ensure cost efficiencies are achieved.
• Report back to Producer leading the project on the process and making recommendations for adjustments to the plans
• Participate in brainstorming session for events as well as proposal/presentation development

 Key Competencies and Professional Requirements:

• 1-2 years live events industry experience or internship in events
• Negotiation, organizational and analytical skills required
• Excel budget experience in accordance with maintaining profit goals
• Excellent B2B written and verbal customer service skills
• Proven success with creating and managing budgets for maximizing profitability
• Excellent inside/outside collaborative and organizational skills
• Professional working proficiency in Microsoft Office
• Ability to travel outside of Chicago area on overnight business (up to 40-60%)

Education:

• BA/BS in Event Planning or Marketing/Communications or equivalent work history and experience
• CMP Designation (if none, then must be received within 12 months of promotion or eligible)

Producer Registration and Associate Producer

Job Summary:   Responsible for managing the pre-event and onsite registration of participants for events for which registration and event management services are provided.  Collaborate with the Account Manager, Events Operation Manager, and Senior Producer/Producer Manager in research, development, planning and execution of innovative and memorable Live meetings and events as part of a strategic team responsible for customer contract fulfillment.

Position Objective:   Coordinate with Total Event Resources production team to maximize current and future revenue opportunities for Total Event Resources by ensuring that the development and execution of live event solutions clients’ needs and expectations are continuously met by the agency.

 Job Type:                                Full time

 Salary Structure:                Base Salary + participate in production bonus pool

 Career Level:                        Professional    

 Reports to:                            Event Operations Manager

 

Registration/Associate Producer Primary Responsibilities:

• Ensure that the most effective registration processes and documents are used for each project/client by design, set up, collect data, maintain, run reports and analyze reports for registration systems such as Sign Up4, CVent, Reg On-line, etc. Keen focus to detail and accuracy on input and set up.  Coordinate and report on any funds management and integration with PayPal
• Provide customer service support for inquiries regarding registration and other pertinent matters for event registrants and clients.
• Registration On-site event coordination as well as on-site event production staffing
• Thoroughly completes all projects within hourly goal and budgetary requirements by identifying and utilizing the most efficient methods to execute projects and tasks.
• Manage data and reporting through registration database and advanced analysis in Excel; effectively communicates key trends, changes, and other critical information to supervisor/team.
• Development and maintenance of project documents including project timelines, menus, floor plans, entertainment schedules, staff roles, onsite production schedules, etc. under the direction of the Event Operations Manager, Senior Producer and Producers
• Create and maintain budgets, invoices, and post event reconciliations while constantly tracking job costs and staying within client budget
• Adding/updating suppliers in Outlook or Zoho

 

Key Competencies and Professional Requirements:

• 3-4 years’ experience in the live event environment or customer service experience
• Event registration experience preferable
• Self-starter, proactive person with drive, energy and ambition
• Solution oriented
• Outstanding organizational and time management skills
• Excellent verbal and written communication skills are necessary as well as strong interpersonal skills and the ability to handle multi-faceted responsibilities simultaneously
• Must be a team player and work well under pressure
• Commitment to customer service (internal and external)
• Ability to establish priorities and meet deadlines, while staying flexible
• Calm individual who can operate under pressure, deadlines, and demands of busy office as well as easily adapt to change
• Extensive comprehension of standard office administrative practices and procedures
• Superior skills in Microsoft Office Suite applications including Word, Excel, PowerPoint and Outlook, plus internet and other modern day technology programs. Must be comfortable working with multiple devices (computer, IPad, IPhone, etc.) and finding solutions to technology challenges
• Ability to travel outside of Chicago (30-50%)

Associate Producer Intern Program Assistant Marketing and Social Media Intern

Position Title: Marketing and Social Media Intern

Position Objective: To provide support for the sales team regarding marketing and social media as well as provide assistance to production team as needed.

Essential Functions:

• To provide support for the sales team regarding marketing and social media.
• To provide support for the production team as needed
• Attend client events with the view of social media and marketing
• Communicate, collaborate and cooperate with clients, co-workers, consultants, vendors and in all other business interactions.

 Marketing Primary Responsibilities:

• Assist in creating and delivering press releases, media relations content, case studies, executive bios, corporate newsletter content, corporate style guides and social media content, at the direction of the sales team
• Work with current relationships with outside vendors for printing and promotional needs
• Assist in development of marketing materials at the direction of the sales team
• Assist and implement updates and improvements on company website
• Research competition by identifying and evaluating product characteristics, market share, pricing, and advertising; maintaining research databases.
• Assist with the planning and coordination of special marketing projects and campaigns
• Maintain and organize internal marketing resources, including the CD, audio, video and DVD collections as needed

 

Program Assistant Secondary Responsibilities:

• Assist in the Research and Development of future business opportunities.
• Assist with current event projects on an as needed basis with each of the program managers, administrative staff and freelance consultants
• Create documents and correspondence as requested by TER producers
• Assist production team with the standards, procedures and information for the success of the program
• Shell jobs/files, invoices, excel budgets, client documents
• Assist in the negotiations and management of project partners
• On-site staffing as needed to assist in the management and production of projects
• Maintain filing system, including computer updates, Outlook files and supplier files
• Shop for event/office supplies as needed
• Participation in creative and “brain storming” sessions with TER staff
• Answer phones/Messages/Customer Assistance

 

 Education

• Bachelor’s degree (or in process of) in event planning, marketing, communications, public relations or similar field preferred

 

Other Skills, Knowledge and/or Abilities required:  

• Outstanding communication skills, both written and verbal
• Commitment to customer service (internal and external)
• Intermediate level (or higher) proficiency in Microsoft Office Suite applications. Mac applications knowledge a plus
• Excellent organizational skills
• Strong ability to multi-task; results-oriented
• Ability to work with people at all levels of the organization and work well in a collaborative team environment

Freelance Talent

We are always looking for great freelance talent in various areas

Event Production

Creative Strategist

Graphic Design

Copywriting

Technical Director/Executive Producer

Onsite Event Staff

Videography

Photography