Associate Producer of Events

JACOBS PILLOW DANCE FESTIVAL INC•Becket, MA

24d•$25 - $30•Onsite

About The Position

Jacob’s 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 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

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 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 event company management requirements and Jacob’s Pillow resources.
Take on special projects as assigned.