Live Production Scheduling & Resource Manager (Project Based)

Advanced Systems Group LLC•Los Gatos, CA

29d

About The Position

Advanced Systems Group, LLC enables creativity through better technology and operations for media creatives and content owners. From acquisition to delivery, on-premises or in the cloud, ASG ensures our clients’ success through tailored solutions. One of North America’s largest Media and Entertainment Technology and Operations suppliers, we provide engineering services, physical and cloud integration, training, support, and managed services. Our Managed Services deliver customized operations and services for all phases of media production, including creative and engineering. Founded in 1997, and providing nationwide services, ASG has teams based in North America, South America, and Europe. Advanced Systems Group LLC. is seeking an experienced Staffing Manager to join our high-performing team on a Temporary Basis for a project-based role. The Staffing Manager is a highly organized and proactive resource planner responsible for coordinating and assigning crew and support personnel for live productions. This role owns the scheduling process end-to-end—forecasting needs, confirming availability, building crew rosters, and ensuring smooth communication and documentation. The Scheduling Producer partners closely with Live Broadcast Leads, Production Operations, and LCC teams to align staffing with show requirements, maintain schedule accuracy, and support operational excellence across all live event workflows. This position is part of our Flex Workforce. As a Flex team member, you’ll work on a project-to-project basis, supporting a variety of leading media and technology clients. Flex roles are ongoing and dynamic—work may vary in cadence, length, and scope depending on client needs. This setup offers flexibility, exposure to top-tier companies, and the chance to grow your skills across multiple exciting assignments. Estimated schedule: This is a Temp Role with a commitment of 21 days from December 2025 through March 2026 with the possibility of additional work in Spring 2026.

Requirements

2–4 years of experience in scheduling, resource coordination, live event operations, or production management.
Strong organizational and time-management skills with the ability to manage multiple schedules simultaneously.
Excellent written and verbal communication skills across teams and stakeholders.
Experience using scheduling or project management tools (e.g., Airtable, Monday.com, Smartsheet, Slack).
Ability to make decisions and solve problems in real time under pressure.
High attention to detail and commitment to accuracy.
Ability to work flexible hours, including evenings, weekends, and holidays based on live event schedules.

Nice To Haves

Experience scheduling technical operators or production crews.
Familiarity with live broadcast, control room, or streaming environments.
Prior involvement in shift-based or incident-response operations.
Background in developing or maintaining operational documentation or SOPs.
Knowledge of transmission, media workflows, or live streaming pipelines.

Responsibilities

Resource Planning & Scheduling
Own the scheduling of crew and support staff for live broadcasts and control center operations.
Maintain and update the master scheduling matrix, including availability, bookings, backfills, and shift coverage.
Forecast resource needs based on production calendars, show scopes, and operational timelines.
Coordinate with Supervisors and Leads to confirm assignments and approve schedule changes.
Manage last-minute coverage requests and escalations with urgency and clarity.
Communication & Coordination
Serve as the primary contact for scheduling-related inquiries across teams.
Communicate show assignments, call times, and expectations to crew clearly and promptly.
Ensure all scheduled personnel are properly briefed and prepared prior to on-site or remote shifts.
Collaborate with production, transmission, and operations partners to align staffing with workflow requirements.
Documentation & Tracking
Input and maintain accurate data in scheduling tools and internal platforms (e.g., Airtable, Monday.com, Slack).
Track shift coverage, availability, and crew utilization.
Contribute staffing details to run-of-shows, event trackers, calendars, and dashboards.
Support post-event documentation by sharing resource insights and key learnings.
Operational Support
Attend pre-production and planning meetings to capture staffing requirements.
Coordinate smooth shift handoffs between operators, crews, and control center teams.
Monitor event schedules in real time and support adjustments as needed.
Assist in incident response workflows when staffing or coverage issues arise.
Process Improvement
Identify scheduling bottlenecks and recommend process optimizations.
Help develop and maintain documentation, runbooks, and standard operating procedures (SOPs).
Collaborate with leadership to improve forecasting, utilization, and communication strategies.