Custom Production Coordinator

Haymarket Media•New York, NY

12d•Hybrid

About The Position

Haymarket Media, Inc. is seeking a Custom Production Coordinator to join the Haymarket Studio team, which handles custom activations for three Haymarket Media titles. This position is located in our New York, NY office on a hybrid work schedule; three (3) days in office depending on business needs. A problem-solving communicator with both tactical and administrative pre- and post-event support skills, this candidate would be client-facing, highly organized, detail oriented and proficient in the following areas as a Custom Production Coordinator for Haymarket Studios, the custom arm of Haymarket Media that focuses on custom activations for the three brands in its purview: Campaign, MM+M and PRWeek. The position reports to the VP of Haymarket Studio.

Requirements

Minimum of 2 years experience, ideally 5+, preferably in a B2B environment
Bachelor’s degree in a related field
Proficiency in Excel, Google Suite and Microsoft Office products.
Keen organization and attention to detail; ability to multi-task and juggle many projects at once; being proactive.
Professional courtesy, respect for colleagues and clients, a go-getter attitude.

Nice To Haves

A working knowledge of the Adobe Suite (primarily Premier) is a plus
Familiarity with Salesforce, a plus

Responsibilities

Creating Purchase Orders (POs) for all vendors, venues, freelancers, etc. that are hired for custom events and activations
Frequent interaction with vendors/freelancers, including ensuring they provide Accounts Payable with invoices to facilitate payment
Creating and submitting all custom team art requests — needed for signage at events, promotional materials, landing pages, etc.
Keeping the finance/accounting teams fully updated on program progress, which includes providing them with all hard costs for every custom activation
Ensuring that all custom activations sold are recorded on the team's master tracker/calendar with necessary details, corresponding contracts, etc. and updating this on bi-weekly team calls
Assist with organizing select custom activations.
Report custom program or event outcomes and/or risks to the appropriate management channels and escalate issues as necessary
Create, track and maintain all program documents, including production timelines, client requirements, project tracking and SOPs. This also includes Purchase Orders (POs) for all vendors, venues, freelancers, etc. that are required/hired for custom events and activations
Scheduling, coordinating and conducting client kick-off call within first week of receiving IO and running kick-off call, going over content, speakers, etc. and answering any questions client may have about recording day
Collecting all assets and deliverables from client (i.e. headshots, bios, etc.) and coordinating with internal art teams for all necessary materials
Coordinating with moderator and all relevant client parties to finalize recording date, content direction, and all other live-day needs.
Oversee the editing process, which includes sending the podcast for clients review, collecting edits to send back to podcast engineer, seeing this through until client fully approves the podcast.
Provide finalized materials to content hub team to post on launch day and, once launched, sending the podcast link, art and marketing materials to client
Join kickoff call with Custom Director and client to go over all activation details, agree on an event date, and answer any questions the client may have
Collaborate with clients to understand their event goals and develop a comprehensive plan to execute the event
Create a timeline to provide to client to ensure that all deadlines are met
Venue sourcing, which includes researching options, liaising with clients to ensure they have all necessary details to select the venue, and liaising with chosen venues on all contract and payment details.
Connect with vendors, if necessary (photographers, videographers, printers for signage, freelancers, etc.)
Assist with recruitment if needed for both speakers and audience
Assist with live day activation — be onsite to help with setup, greet guests, etc.