Production Coordinator (seasonal)

New York, United States | Full-time | Partially remote

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Production Coordinator (seasonal) 

Reports to Associate Director of Entertainment and Events

Contract: Full-time|Temporary position starting March - July 

About NYC Pride: NYC Pride works toward a future without discrimination where all people have equal rights under the law. We do this by producing LGBTQIA+ Pride events that inspire, educate, commemorate and celebrate our diverse community.

 

POSITION SUMMARY:

This is a temporary full time position that assists with administering and producing several of the annual LGBTQIA+ Pride events in New York City. 

NYC Pride, a volunteer-driven organization, seeks individuals who are at ease speaking, working and interacting with large groups of volunteers.The ideal candidate will understand and value the contributions of volunteers as core to their success.

As the Production Coordinator, you will play a crucial role in the seamless execution of NYC Pride events, working closely with Leadership and fellow coordinators. Key responsibilities include:

  • Event budget management, including contracting and permit management

  • Performance of daily administration (answering emails, phone queries)collaborating across teams)

  • Communication and coordination with internal and external partners and talent, including event logistics planning, and day-of event coordination. 

  • Contribute to post-event assessments, developing surveys and participating in debriefing sessions

  • Collaborate with the Volunteer Manager for effective volunteer operations, and support planning for events throughout the 2024 season

  • The role demands adaptability and the ability to handle diverse responsibilities to ensure the success of each event. 

We are looking for Production Coordinators for the following events, please specify which event interests you the most when applying for this position. 

  • The March: March stands as an iconic celebration, representing the vibrant tapestry of the LGBTQIA+ community and its allies. This annual event, held in the heart of New York City, transcends mere parade status, serving as a powerful symbol of unity, diversity, and resilience. Thousands gather to partake in the festivities, creating an atmosphere of inclusivity and pride that echoes the ongoing journey towards equality.

  • PrideFest: PrideFest is a dynamic and inclusive street festival that transforms the heart of New York City into a colorful celebration of LGBTQIA+ culture. This vibrant event brings together a diverse array of vendors, artists, and organizations, creating a lively atmosphere that reflects the spirit of unity and acceptance. With a rich tapestry of entertainment, exhibits, and activities, NYC PrideFest stands as a joyous testament to the community's resilience and its ongoing pursuit of equality.

  • Youth Pride: is a vital and affirming space dedicated to celebrating and empowering LGBTQIA+ youth. This event provides a supportive environment where young individuals can freely express themselves, connect with peers, and access valuable resources. Through a combination of entertainment, educational initiatives, and community engagement, Youth Pride plays a crucial role in nurturing the next generation of LGBTQIA+ leaders, fostering a sense of belonging and advocacy.

This is a salaried position and we have a salary band based on experience and an internal leveling system to stay mindful of pay equity and parity.

Job Responsibilities:

  • Data entry/record keeping, respond to emails, and field phone calls.

  • Maintain an understanding of the event budget and work with Leadership to ensure cost-efficiency.

  • Assist Leadership in the organization and maintenance of contracts and permits pertaining to the event(s).

  • Assist in managing communications with vendors, event registrants and/or attendees, and other relevant parties as instructed by the Leadership and/or Executive Director.

  • Work with Leadership to set/strike event space, track supplies/materials for the event(s) and schedule logistics.

  • Assist in the organization and maintenance of production documents, site plans, and ensure proper communication of various logistics to the Leadership.

  • Serve as day-of point person to coordinate vendor, site crew, volunteers, and participant activity, as assigned.

  • Gather and compile notes and create a comprehensive post-event assessment.

  • Collaborating closely with the volunteer manager to guarantee effective volunteer operations in the lead-up to and on the day of the event. This includes, but is not limited to, committee meetings, volunteer training, and recruitment.

  • Collaborating with fellow production coordinators to ensure proper support and planning for events throughout the 2024 season.

  • Responsible for drafting welcome letters to confirmed talent and providing support in coordinating travel, hotel, and accommodation arrangements. As well as onsite logistics. 

  • Other duties as assigned.

Qualifications / Skills:

  • 2 to 3 years of pertinent experience in orchestrating large-scale events or operations, specifically in in-person or hybrid event models, especially if you have a background in hospitality or nightlife catering to extensive audiences and/or diverse customer bases.

  • Exceptional communication abilities and a natural affinity for interacting with people. Gifted in public speaking and adept at conveying messages seamlessly to diverse audiences, including the public, volunteers, sponsors, and VIPs from various backgrounds.

  • Must be a self-starter adept at multitasking, prioritizing, and achieving results efficiently within tight deadlines and rigorous schedules.

  • Proficient in utilizing systems such as Google Suite, Microsoft Office, Dropbox, or similar platforms. Experience in Eventbrite, Salesforce, Monday.com are a plus.

  • You possess demonstrated analytical skills with a keen attention to detail and experience in effectively managing extensive datasets and information.

  • Familiarity or practical experience in dealing with permitting processes and establishing connections with municipal agencies.

  • Should be located in New York City and able to commute to the office three (3) days a week, with the anticipation of transitioning to five days closer to events.

  • Capability to thrive in a high-pressure work environment.

  • Must be able to exercise patience and understanding in escalated or crisis situations.

WORK CONDITIONS

The role involves physical activity, including bending, kneeling, stooping/standing, and lifting/moving heavy objects. It may also involve exposure to cold, heat, diverse weather conditions, and significant noise and vibration. The position often entails high-pressure situations and frequent daytime/evening/weekend work, including occasional holiday work and remote work. Consistent attendance at meetings and events is a necessity.

Salary:

 $55,000 -65,000 per year (prorated)

Commitment to Diversity:

Heritage of Pride, Inc. is committed to providing equal opportunity to all employees and applicants for employment without regard to race, religious creed, color, gender identity, gender expression, age, national origin, ancestry, citizenship status, physical or mental disability, medical condition, pregnancy, marital or veteran status, sexual orientation, height, and weight, or other personal characteristics as may be protected by applicable law. We especially encourage members of historically underrepresented communities to apply, including LGBTQ people, women, people of color, and people with disabilities.