Special Events Production Manager

Company: Asian American Arts Alliance
Location: Boston
Posted on: November 13, 2024

Job Description:

The Special Event Production Manager plays a key role in producing events at the ICA, including private event rentals such as weddings and corporate rentals, as well as some internal events such as exhibition openings and social programming.The Special Events Production Manager (SEPM) oversees the planning and execution of all production elements related to private event rental at the ICA that are contracted by The Catered Affair (TCA). SEPM works directly with each client to develop Production proposals that aim to both work with the client's budget and ensure that the ICA's best interests are being served. In addition to private rental events, SEPM also works in a similar capacity for some internal ICA events. SEPM is responsible for overseeing ICA scheduling and staffing needs for all ICA special events (external and internal). The Special Events Production Manager collaborates with a wide variety of internal departments. The Special Events Production Manager shall adjust their available working hours to best suit the demands of the job, and as such, nights and weekend work are required. This position requires onsite presence.The Special Events Production Manager contributes to a culture of collaboration, community, and respect while embodying the principles of ICA's Quality of Service and centers the work of Diversity, Equity, Accessibility, Inclusion, and Belonging in all areas of their work.WORKING AT THE ICA:

• All ICA employees are required to reside in Massachusetts and within commuting distance from their Seaport location as of their first day of work.
• The ICA offers the flexibility of a hybrid work week, which averages three days a week onsite for employees who are eligible to work remotely (subject to change, and at manager's discretion). This position requires on-site work that may modify and/or affect the hybrid work week.RESPONSIBILITIES:

• Serve as the primary on-site contact for the duration of the production and technical elements of each external (weddings, corporate rentals, etc.) and some internal (exhibition openings, First Friday, etc.) events.
• Collaborate with clients or event planners to determine necessary production elements considering budget and resources to ensure the event's success.
• Oversee event production onsite, including load-in, strike/load-out, and restoration.
• Create and revise detailed proposals for clients.
• Create and send invoices to The Catered Affair following each event.
• Supervise technical production aspects of external and some internal events.
• Coordinate rentals and deliveries, liaising with Security and facilities teams as required.
• Assist TCA and other ICA departments to anticipate and resolve event-related logistical issues.
• Meet regularly with TCA to discuss upcoming events and staffing.
• Create projections for all overhead costs related to production elements before each event. Estimate and adjust crewing requirements.
• Manage hired crew and vendors to ensure safety, professionalism, and adherence to standards.
• Coordinate with relevant ICA departments to fulfill client needs and requests.
• Attend weekly production and operations meetings to share event information and gather necessary details from internal staff; when needed, share knowledge of prior event management to improve future overall event execution.
• Collaborate with the ICA Production Department on equipment allocation and scheduling.
• Assist in maintaining museum spaces, theatrical equipment, and recommend repairs or purchases.
• Manage paperwork within the ICA organizational system, including event forms and calendar information.
• Ensure excellence, professionalism, and safety in all external events at the ICA.Requirements:
  • 2-5 years prior Production Management experience with progressively increasing responsibility; in-depth knowledge of Production principles and best practices.
  • B.A., B.S. or BFA in technical theatre or theatrical design preferred or commensurate experience.
  • Must have working and demonstrable knowledge in theatrical lighting, staging, audio, video, and rigging.
  • Knowledge of and ability to enforce safety protocols.
  • Ability to oversee simultaneous production disciplines while providing instructions and delegating tasks for successful outcomes.
  • Highly organized, detail-oriented individual able to juggle multiple projects and work well under pressure.
  • Adept at working with a variety of clients including Board level, VIPs, Artists, and theater crews. Ability to balance requests of clients within policies and constraints of the institution's abilities and budget.
  • Familiarity with Microsoft Office suite and the Google suite recommended.
  • Excellent communication skills and the ability to stay calm under pressure.
  • A professional demeanor and appearance is required.PHYSICAL REQUIREMENTS:
    • Possess mobility to work in an office setting and use office equipment; move about throughout the museum, and travel offsite to different locations.
    • Ability to see, listen, and talk for extended periods in person, over the telephone and computer, and understand printed materials.
    • Visual acuity: color perception, close vision, accurate depth perception, and distance vision.
    • Very frequent sitting, standing, and walking for extended periods.
    • Ability to lift up to 50 pounds, pushing and pulling, climbing, and gripping.
    • Comfortable working at heights (ladders, scaffolding, etc.) and operating lifts.This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements, or working conditions. While the above is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.The ICA offers an excellent benefit package that includes health, dental and vision insurance, disability/life insurance, flexible spending accounts, 403(b) retirement plan, and paid time off.STARTING SALARY:$65,000.00 Annual. Starting compensation is based on meeting minimum qualifications.ICA Compensation:-Each ICA position has a job grade based on the position's evaluated job responsibilities, required education and experience, needed skills to perform the job, and professional knowledge.-The position's grade and respective compensation range is determined by the position's overall responsibilities, including decision making, supervisory/management requirements, resource management, and budgeting duties.-Compensation is ultimately determined by the scope of the position and responsibilities, the candidate's relevant experience, and internal equity, with starting salaries typically falling in the lower half of the compensation range.The ICA is located at 25 Harbor Shore Drive, Boston, and is accessible by public transportation Red and Silver Line.Other Locations:
      • Seaport Studio 100 Pier 4 Blvd, Second Floor Boston, MA 02210
      • ICA Watershed 256 Marginal Street East Boston, MA 02128The ICA is dedicated to building a culturally diverse and pluralistic workforce committed to working in a multicultural environment. Qualified candidates from groups historically underrepresented in the museum profession are strongly encouraged to apply.The ICA is an Equal Opportunity Employer, committed to being a diverse and inclusive workplace. They are an EOE/AA employer dedicated to fair and inclusive employment practices for all individuals. The ICA is committed to providing access and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact HR-EOE@icaboston.org or 617-478-3171.Application Instructions:Interested candidates should send a resume and letter of interest to jobs@icaboston.org. When applying, please include "Special Events Production Manager" in the subject line. Applicants will be considered on a rolling basis and the position will stay open until filled. To check the availability of this position and to explore other opportunities, please visit the ICA Jobs and Opportunities page.
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Keywords: Asian American Arts Alliance, Quincy , Special Events Production Manager, Executive , Boston, Massachusetts