Associate Producer, HJL

JACOBS PILLOW DANCE FESTIVAL INC•Becket, MA

8d•$25 - $30•Hybrid

About The Position

Jacob’s Pillow seeks experienced and detail-oriented seasonal Associate Producers to join the Programming Department, reporting directly to the Producing Director. The Associate Producers will be responsible for supporting 9+ weeks of dance performances, coordinating contract administration, and advancing logistics for one of the indoor or outdoor theaters with support from Seasonal Staff & Interns. Key responsibilities include managing contracts, arranging transportation, processing visas, coordinating housing and meals, arranging complimentary tickets, supporting curtain speeches and Q&As, and working closely with the Health Care Coordinator to support the wellness of all visiting artists and guests. Additionally, the Associate Producers will assist in tracking the Programming Department’s annual budget, support special events, collaborate with local business partners, 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 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 the dance and/or performing arts field.

Responsibilities

Works closely with curators and Producing Director to see that the repertory and final program is being implemented at their direction. Including but not limited to reviewing programs for accuracy and staying in close touch with artists as repertory is rehearsed.
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.
Ensure the elements of the contractual process are finalized and executed with the artists.
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 all performances within the editorial team timeline.
Monitor the budget.
Work with a visa consultant to ensure all artist visas are processed on time, adhering to relevant regulations.
Oversee logistical planning and execution for visiting companies, with support from the Producing Director Seasonal Staff, and Company Management Interns, to prepare for each performance and event.
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 interns 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 the All Styles Dance Battle 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 eligibility to drive a 12-passenger van.
Complete required Adult/Child CPR and First Aid Training (provided to staff before the Festival) to be prepared for emergencies.
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 Artist company management requirements and Jacob’s Pillow resources.
Take on special projects as assigned.