Associate Event Producer

GPJ is hiring Associate Producers to join our growing team!

This role is hybrid, requiring you to report on-site to one of the following office locations a minimum of 2 days/week:
New York, NY or Boston, MA.

You make sure the timeline and budget for your project runs smoothly and efficiently. Whether it's a standalone small project or a segment of a larger, intricate one, you ensure that everything falls in line, drawing guidance from the project lead. This could encompass live or digital aspects, as well as creative elements that might require flexibility in timelines and budgets.

Your role involves close collaboration with various teams to design and implement the project from start to finish, especially if you're assigned to the entire project. The support and oversight of the project lead keep you on track. You're also responsible for keeping an eye on the project's profitability and ensuring our clients are satisfied with the outcome.

Maintaining a strong client relationship is a key part of your job, and you advocate on their behalf. Regularly updating the Account Lead is crucial, and you're proactive in highlighting any potential issues or concerns that arise, working together to address them. When you're the lead, you take charge of communicating all project details. If you're overseeing a specific part of the event, you communicate and manage the project within the larger working group.

You contribute to decisions regarding event staffing and resourcing by collaborating with Department leaders. Additionally, managing relationships with key vendors is essential. You ensure effective communication, oversee the vendor RFP process when necessary, and address any issues that arise.

You're also responsible for completing the closing and reconciliation process for the overall event. Sometimes, you oversee and provide guidance to other Event Managers, helping them navigate their tasks successfully. Understanding and adhering to all GPJ workflow processes is second nature to you. It's how you ensure a seamless and efficient execution of every project you handle.

• Has successfully led many types of components
• Experience with projects and events encompassing multiple components
• Able to lead and inspire a high performing kickass team (e.g., high trust, committed, effective conflict management, focus on accountability and results
• Experience and confidence engaging and building respected, trusted peer-to-peer relationships with clients
• May help mentor / teach others on Event team
• Has overall ownership and management of master timelines / schedules
• Builds budgets/estimates (entire event); manages/reconciles budget (entire event / major component);
  directs / guides others to build, manage and reconcile budgets
• Understands and effectively manages key financial metrics (for key areas / scope with limited guidance).
• Understands and takes initial steps to address impact of changes on project budget and financial metrics, with limited guidance
• Able to identify and elevate key potential budget / financial issues, making suggestions to address

• Has ability to negotiate and identify SCORE
• Ability to understand on-site methodology, practices and requirements, as well as show and venue rules and regulations (if applicable)
• Strong proficiency in Microsoft Office software including PPT, Word, Excel, Outlook. Previous experience with ERP, Project Management software, or similar tool is preferred

Develop, maintain and strengthen partnerships with others inside and outside the client organization. Identify new stakeholders, manage client expectations, define new business opportunities and deliver against clients’ needs while skillfully balancing the needs of the client and those of the agency. Relates well to all kinds of people, up, down, and sideways, inside and outside the organization; builds appropriate rapport,: builds constructive and effective relationships;

uses diplomacy and tact; can diffuse even high-tension situations comfortably.

Be accountable. Demonstrate accountability. Hold yourself and others to a high standard of work, that includes following set processes, achieving deadlines and operating within control systems. Own both success and failures, without blaming others. Create a culture of accountability in your teams. Follow through on commitments by your actions. You set the example for your team.

Seek opportunities and take action to ensure effective collaboration with the GPJ internal teams, other Project agencies, clients and partners. If responsible for leading people or a team, model this behavior for the team and expect the same behavior from employees.

Even with tight project budget management practices, you focus on the desired outcome and are ready with multiple solutions in order to reach the end goal.