Production Coordinator

PRA Business Events•New York, NY

22h•Hybrid

About The Position

This hybrid role involves working from home, traveling, and commuting to an office in New York City. Applicants must be based in/near the New York area. PRA is a leading destination management company (DMC) with over 45 years of experience across 32+ states and 100+ destinations. The company focuses on 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, such as speaker schedules, asset management, 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

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.
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".
Obsessive organization and version control skills.
Anticipatory service skills, noticing needs before they are expressed.
Comfortable navigating cloud storage (Dropbox/SharePoint), project management tools (Asana/Monday), and basic presentation software.
Clear, concise, and professional communication with all levels of personnel.
Based in/near the New York area.

Nice To Haves

Experience working in a "backstage" or "control room" environment (Stage Management Mindset).

Responsibilities

Organize and track all keynote media (PowerPoint decks, video openers, transitions), ensuring 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, managing "Green Room" requirements, transportation schedules, and on-site check-ins.
Update the master production schedule and Run of Show (ROS) in real-time during rehearsals, distributing updates to technical leads (Audio, Video, Lighting) immediately.
Process vendor contracts, track POs, and manage the production office on-site, ensuring all crew members have 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 rehearsal slots, ensuring speakers, technicians, and executives are in the right place at the right time.