Production Coordinator

PRA Business Events•Chicago, IL

20h•Hybrid

About The Position

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

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.
Willingness to travel (up to 50%) and work non-traditional hours during event "show weeks."

Nice To Haves

Experience working in a "backstage" or "control room" environment is a major plus.
Bachelor's degree in Event Management, Communications, or a related field.

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.