Production Coordinator, IRL Experiences

Gradient Experience•New York, NY

10h•Onsite

About The Position

Gradient is an experiential marketing agency that creates immersive, in-real-life brand experiences designed to connect with audiences in meaningful and memorable ways. We bring together strategy, creative, production, and execution to help brands show up in the world through thoughtful, high-impact experiences. We are looking for a highly organised, proactive, and detail-oriented Production Coordinator in New York to support our Producers across IRL events, activations, and brand experiences. This role is ideal for someone who thrives in a fast-paced environment, loves bringing ideas to life, and is excited to support the many moving pieces that make unforgettable experiences happen. The Production Coordinator will support the planning, coordination, and execution of IRL projects from pre-production through onsite execution and wrap. Project management, communication, and attention to detail are central to this role. This person should be self-motivated, solutions-oriented, collaborative, and able to approach unique challenges with creativity and efficiency. The ability to work as part of a team, take direction, anticipate needs, and own delegated portions of a project is critical for success.

Requirements

Prior experience as a Production Coordinator, Event Coordinator, Project Coordinator, or similar role.
Experience in events, experiential marketing.
Is located in New York
Strong written, presentation, and communication skills.
Experience working as part of a client or project team.
In-office and onsite event management experience.
Ability to travel for onsite events and activations.

Nice To Haves

Agency experience preferred.
Experience working with luxury clients preferred.

Responsibilities

Support Producers in the execution of in-real-life events, activations, and brand experiences.
Help manage project tasks across all phases of the project lifecycle, including planning, pre-production, onsite execution, and wrap.
Own delegated portions of a project to help create efficiency and support the broader production team.
Track project status, timelines, deliverables, and next steps to ensure projects stay organised and on schedule.
Participate in brainstorms, internal meetings, client meetings, and project briefings.
Research, source, and help secure venues, vendors, talent, onsite staff, premiums, rentals, decor, gifting, samples, and other project needs.
Coordinate vendor calls, gather information, take detailed notes, and support follow-up.
Assist with vendor communication and onsite coordination to ensure expectations, timelines, and standards are met.
Support the team in identifying creative and efficient solutions for project needs.
Create, edit, and maintain project documents, including production schedules, deliverable timelines, call sheets, agendas, meeting notes, shipping trackers, vendor lists, and recap documents.
Organise project files, folders, templates, and key documentation.
Take clear and detailed meeting notes, then distribute recaps, action items, and next steps.
Support receipt, invoice, and budget tracking as needed during pre-production, live event execution, and wrap.
Work onsite during load-in, live event execution, and strike to support seamless installation and execution.
Help coordinate onsite teams, vendors, staff, and project details under the direction of the Producer.
Remain calm, professional, and solutions-oriented in fast-moving onsite environments.
Travel as needed for projects and events across the country.