Production Coordinator

PRA Business Events•Chicago, IL

22h•Hybrid

About The Position

We're PRA, the leading destination management company (DMC) with 45+ years of experience across 32+ states and 100+ destinations. We believe destinations have power-and our people unlock its magic. We push past boundaries to transform ideas into business event experiences that connect, inspire, and endure. We love-and have fun-doing it. If you're curious, bold, and ready to build standout experiences, you'll find your place here. The Production Coordinator provides critical logistical and administrative support to the Keynote Production team. This role is responsible for ensuring that all "behind-the-scenes" elements-from speaker schedules and asset management to vendor contracts and on-site hospitality-run like clockwork. You are the primary point of contact for speaker logistics and the keeper of 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.
Education: Bachelor's degree in Event Management, Communications, or a related field.
Travel: 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

Asset Management: 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.
Speaker Logistics & Concierge: Act as the primary point of contact for guest speakers and their handlers. Manage "Green Room" requirements, transportation schedules, and on-site check-ins.
Run of Show (ROS) Maintenance: Update the master production schedule and ROS in real-time during rehearsals. Distribute updates to the technical leads (Audio, Video, Lighting) immediately.
Vendor & Administrative Support: Process vendor contracts, track POs, and manage the production office on-site. Ensure all crew members have the necessary credentials and schedules.
On-Site "Wingman": Assist the Senior Producer during rehearsals by timing segments, taking notes for the creative team, and managing the "Speaker Ready Room."
Rehearsal Scheduling: Coordinate the complex dance of rehearsal slots, ensuring speakers, technicians, and executives are in the right place at the right time.