Assistant Event Producer
About The Position
Fever, a global tech platform for culture and live entertainment, is seeking a freelance Assistant Producer to support the delivery of a large-scale outdoor light trail experience in Staten Island, New York. This role is crucial for the operational backbone of the production, focusing on contracts, vendors, logistics, travel, and financial tracking. The Assistant Producer will collaborate with Production, Creative, Technical, and Project Management teams to ensure the project remains organized, on schedule, and within budget. This is a contract position running from May to November 2026, reporting directly to the Producer. The ideal candidate is highly organized, proactive, and adept at managing multiple workstreams in a fast-paced environment.
Requirements
- 2+ years of experience in large-scale live events or entertainment, ideally in a Senior Production Coordinator or Assistant Producer role.
- Strong administrative, organizational, and communication skills.
- Experience managing contracts, NDAs, and vendor agreements.
- Comfortable managing purchase orders, invoices, and payment tracking.
- Proven logistics experience, including travel and accommodations.
- Ability to manage multiple priorities and deadlines under pressure.
- Strong problem-solving mindset with practical, execution-focused thinking.
- Experience building and maintaining cross-functional relationships.
Nice To Haves
- Experience in outdoor and/or multiple day events.
- Experience working with major studios or IP holders.
- Based in NYC or surrounding areas.
Responsibilities
- Assist in drafting, reviewing, and issuing contracts for local vendors and event staff.
- Prepare detailed itineraries, ensuring all travel plans align with load-in and load-out schedules and budget.
- Maintain relationships with local vendors for efficient procurement.
- Monitor and track all event-related expenses against the budget.
- Work with the Finance team to reconcile payments with the expense tracker during the load-in phase.
- Serve as the main point of contact for vendors regarding invoice and payment queries.
- Collaborate with the Producer and stakeholders on project updates and issue resolution.
- Maintain an organized digital folder for each event with up-to-date documents.
- Implement a systematic approach for document filing and categorization.
- Select a crew catering vendor and contract.
- Aid the Producer in recruiting temporary staff, including drafting job descriptions and posting them.
- Collect health and safety documentation (risk assessments, insurance certificates) from vendors and contractors.
- Ensure all required paperwork is submitted and compliant with local regulations and event requirements.
Benefits
- Freelance contract position
- Paid on a day rate
- Bi-weekly invoicing and payment
- Commitment to creating an inclusive and diverse workplace
- Encouragement for applicants from a wide range of backgrounds
- Accommodation available during the selection process
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
No Education Listed
