BlackOak Producing Coordinator

Position Overview | The Big Picture

The Producing Assistant works with the Producers, Design Department, and Project Department to assist with Proposal development and coordinate development of contracted proposals into production. The Producing Assistant also provides administrative and marketing support to the team. 

Essential Duties | What You’ll Do - The Fun Stuff 

• Administrative Support for Technical Producers and the BlackOak Management Team:
  1. Schedules and prepares for meetings; prints reports and documents; tracks projects.
  2. Maintains physical project folders during project lifecycle from creation to reconciliation.
  3. Maintains prospecting, project, and client lists in CRM and project software.
• Sales Support for Technical Producers: 
  1. Enters pricing and proposals from Producer into event management system.
  2. Works under the direction of the Producer to draft/revise client proposals and designs. 
  3. Collaborates with Producer, Design Team, and Creative Services Team to develop creative proposal documents and presentations. 
  4. Supports sales process by editing scope and pricing for client documents.
  5. May attend sales meetings with Producer or in place of Producer.
  6. Supports Producer in contract and payment process as a liaison between client and Accounting.
• Producing Support for Technical Producers:
  1. Continues correspondence and attends to client needs after proposal has been signed.
  2. Works closely with clients to manage contract and event details, adjusts event specifications and pricing.
  3. Coordinates and provides advance communication with venues regarding logistics and scope of work.
  4. Has the ability, knowledge, and expertise to represent the Producer at simple events.
  5. Facilitates the producing process between the client, internal staff, and third-party stakeholders/vendors.
  6. Liaises with production departments on key elements and timelines for each event.
• Marketing Support:
  1. Generates market research studies and presents to sales team/management.
  2. Assists with collecting assets for marketing pieces.
  3. Assists with creative research, generating marketing tools, and tracking marketing efforts.
  4. Assists with brand’s social media or website presence.
• May coordinate procurement of additional event elements for events outside of Technical Production.
• Has a baseline understanding of the technical, digital, media production services and how the creative and strategic services tie these production services together.
• Understands production components, how production disciplines relate to each other, and how the production elements relate to the décor and design portion of the project.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes and work cooperatively and jointly to provide quality, seamless event production and design.
• Develops and maintains cooperative work relationships with all internal departments and external clients.

Qualifications | What You Need to Bring 

• Preferred Associates or Bachelors’ Degree in theater design, hospitality management, marketing, or business. 
• Preferred 1-3 years’ experience in event production or a corporate office environment (particularly in a creative or technical role in the events industry).
• Excellent customer service skills including tact and diplomacy.
• Basic understanding of lighting, audio, video, and staging design and production.
• Strong Microsoft Word, Excel, Powerpoint, and Outlook computer skills.
• Ability to compute costs and analyze pricing and contract specifications.
• Strong project management skills and personal organization.
• Ability to deal effectively with diverse individuals at all organizational levels.
• Proven ability to multitask and work in a fast-paced setting.
• Demonstrated ability to share skills and knowledge with others.
• Effective problem solving and mediation skills.
• Outstanding interpersonal communications and conflict management skills.
• Excellent attention to detail, highly organized, with outstanding follow-up skills.
• Familiarity with computerized inventory or other ERP software.

Benefits | What You’ll Receive

• Health Insurance: Medical, dental, and vision insurance options available full-time.
• Retirement Plan: 401(k) plan with company matching.
• Paid Time Off (PTO): In compliance with Illinois State Law.
• Training & Development: Opportunities for skill development and career advancement.

Other Benefits

• Flexible scheduling, including evening and weekend availability.
• Safe and supportive work environment.

Equal Opportunity Employer Statement:
  Kehoe Designs is an Equal Opportunity Employer and is committed to fostering a diverse and inclusive work environment. We encourage applicants from all backgrounds to apply.