Production Coordinator

PRA Business Events•Chicago, IL

22h•$50,000 - $60,000•Hybrid

About The Position

This role is hybrid with a combination of working from home, traveling, and some commuting to an office in Orlando. Applicants must be based in/near the Orlando area to be considered for this role. PRA is the leading destination management company (DMC) with over 45 years of experience across 32+ states and 100+ destinations. The company believes destinations have power and their people unlock its magic, transforming ideas into business event experiences that connect, inspire, and endure. The Production Coordinator provides critical logistical and administrative support to the Keynote Production team, ensuring all "behind-the-scenes" elements, from speaker schedules and asset management to vendor contracts and on-site hospitality, run smoothly. This role serves as the primary point of contact for speaker logistics and maintains the most current "Run of Show" (ROS).

Requirements

Obsessive - Organization: Version control is your religion. You know exactly which "Final_v4_REVISED" deck is the actual final.
Anticipatory Service: You see a speaker's water glass is empty before they do; you spot a typo in a slide before it hits the LED wall.
Tech Savvy: Comfortable navigating cloud storage (Dropbox/SharePoint), project management tools (Asana/Monday), and basic presentation software.
Communication: Clear, concise, and professional communication with everyone from the stagehands to the Board of Directors.
2–4 years of experience in event production, theater stage management, or corporate meeting planning.
High Proficiency in Microsoft Office (specifically Excel and PowerPoint) and Google Workspace.
Agility: Ability to stand for long periods and move quickly across large convention centers or hotel properties.
Bachelor's degree in Event Management, Communications, or a related field.
Willingness to travel (up to 50%) and work non-traditional hours during event "show weeks."

Nice To Haves

Stage Management Mindset: Experience working in a "backstage" or "control room" environment is a major plus.

Responsibilities

Organize and track all keynote media (PowerPoint decks, video openers, transitions). Ensure the most recent versions are uploaded to the show server and backed up.
Act as the primary point of contact for guest speakers and their handlers. Manage "Green Room" requirements, transportation schedules, and on-site check-ins.
Update the master production schedule and ROS in real-time during rehearsals. Distribute updates to the technical leads (Audio, Video, Lighting) immediately.
Process vendor contracts, track POs, and manage the production office on-site. Ensure all crew members have the necessary credentials and schedules.
Assist the Senior Producer during rehearsals by timing segments, taking notes for the creative team, and managing the "Speaker Ready Room."
Coordinate the complex dance of rehearsal slots, ensuring speakers, technicians, and executives are in the right place at the right time.