Scenic Project Assistant

Production Resource Group•New Windsor, NY

About The Position

PRG is seeking a Scenic Project Assistant to provide administrative and coordination support to Project Managers and the broader project team. The position supports day-to-day project operations through scheduling, documentation, task tracking, estimating, budget and order support, labor tracking, communications, file management, and coordination of travel and on-site logistics. The role also participates in project wrap-up and lessons-learned meetings. Candidates should have entry-level experience in theatrical technical direction, scenic production management, or live-event project management focused on scenic construction, and an interest in developing within the Project Management Department. The employee must live within commuting distance of a PRG branch.

Requirements

High school diploma or equivalent required.
Basic knowledge of scenic, theatrical, or display construction techniques.
Hands-on experience with technical theater and scenic carpentry.
Strong organizational, time-management, and multitasking skills.
Effective communication and interpersonal abilities.
Passion for personnel development and interest in growing within the Project Management Department.
Must be within commuting distance of a PRG branch.
Pre-employment testing is required.

Nice To Haves

Bachelor’s degree in Technical Theater, Live Events, or a related field.
Entry-level experience in theatrical technical direction, scenic production management, and/or live-event project management specializing in scenic construction.
Familiarity with AutoCAD.
Knowledge of Inventor or Vectorworks.
Understanding of fabrication or manufacturing processes.
Bachelor’s degree in Technical Theater or equivalent experience in scenic fabrication.

Responsibilities

Provide day-to-day administrative support to Project Managers and the broader project team.
Schedule meetings, maintain calendars, and coordinate logistics for internal and client-facing activities.
Prepare and organize project documentation, including reports, schedules, purchase orders, and change order forms.
Track task progress and follow up with team members to help keep projects on schedule.
Support the estimation process when needed.
Help maintain budgets, forecasts, and financial documents as directed.
Submit and track material orders (BOMs) and coordinate with Purchasing and Production as needed.
Assist with timesheet collection, new-hire paperwork, and other labor tracking.
Share updates, reminders, and documentation to support communication across departments.
Organize and maintain digital and physical project files, including photo and video records of projects.
Respond to client inquiries as needed or route them to the appropriate team member.
Coordinate travel and on-site logistics for team members as required.
Participate in project wrap-up and Lessons Learned meetings.
Maintain attention to detail when entering data, preparing documents, and tracking project elements.
Support process improvements by identifying gaps or inefficiencies in administrative workflows.
Take initiative on assigned tasks and follow through to completion with minimal oversight.
Demonstrate professionalism, reliability, clear communication, and a positive, team-oriented attitude.