Associate Producer, Doris Duke Theatre

JACOBS PILLOW DANCE FESTIVAL INC•Becket, MA

21d•$25 - $30•Remote

About The Position

Jacob’s Pillow seeks experienced and detail-oriented seasonal Associate Producer of the Doris Duke Theatre to join the Programming Department, reporting directly to the Producing Director. The Associate Producer will be responsible for managing contract administration and advancing logistics for all Doris Duke Theatre performances with support from Seasonal Staff. Key responsibilities include managing and communicating logistics with artists, drafting and negotiating contracts, arranging transportation, visa logistics support, coordinating housing and meals, arranging complimentary tickets, and working closely with the Health Care Coordinator to support the wellness of visiting artists and guests. Additionally, the Associate Producer will assist in tracking the Programming Department’s annual budget, support special events, and ensure the smooth execution of all logistical needs for Jacob's Pillow's performance programming.

Requirements

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 driver’s 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.

Nice To Haves

Comfort and eligibility to drive a 12-passenger van (valid driver’s 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.

Responsibilities

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.
Coordinate all logistical aspects of advancing Doris Duke Theatre performances with support from the Seasonal Staff.
Ensure artists receive a warm welcome and they are well-cared for throughout their visit.
Attend select final dress rehearsals to ensure the program is smooth, and ensure audience experience is appropriately planned in conjunction with the Patron Services Department.
Review print programs for Doris Duke Theatre performances within the editorial team timeline.
Monitor and track budget for Doris Duke Theatre performances.
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.
Provide assistance to the events team and support 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 the planning, execution, and support of events, including late-night gatherings such as Gala and Pride Party.
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 Festival’s 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 driver’s 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 Doris Duke Theatre Artist company management requirements and Jacob’s Pillow resources.
Take on special projects as assigned.