Senior Event Producer

POSITION SUMMARY

Off the Grid's Senior Event Producer (SEP) is a full-time position, responsible for leading our most complex and large scale event operations. A natural communicator and organizer, the SEP cares deeply about engaging our clients and guests to design experiences that are aligned with our company values, whimsical and well executed from start to finish. The SEP will be the point person for planning, curating and on-site leadership (execution) of events throughout the Bay Area. Detail oriented, organized and able to think on your feet with poise and polish, the SEP role requires a natural multitasker who takes ownership and pride in creating unique food experiences that wow our clients and impress our guests.

The SEP must be passionate about food and learning more about the food community that we support. The SEP works closely with Off the Grid's Sales Team and Account Executives to ensure excellence in execution of a client's journey from their initial contact through the close of their event inclusive of; client communications, event logistics, permitting, vendor management, and onsite production. As the SEP, this role leads a team of onsite event producers and directly reports to the Catering Operations Manager.

The Senior Event Producer is expected to demonstrate exceptional problem-solving skills, particularly when navigating the complexities of large-scale, high-profile events and conferences. Additionally, the Senior Event Producer may be involved in design and execution of Off the Grid public event experiences. This role demands a proactive approach to anticipating potential challenges, ensuring that any issues are addressed through organization, communication and onsite management. The ideal candidate will possess strong interpersonal skills, allowing them to effectively manage client expectations, negotiate with vendors, and lead a diverse team with confidence and respect. Additionally, they should be adaptable and resourceful, capable of making critical decisions in real-time to uphold the standard of excellence that Off the Grid is known for with transparency and poise.

The role primarily works out of our Russian Hill office in San Francisco. This is a full-time position which requires a Monday-Friday schedule with frequent nights and weekends as necessary to support the production of our public and private events. This is a hybrid position with 9-5 in-office days on Tuesdays and Wednesdays.

RESPONSIBILITIES

Event Production:

• Oversee the design and execution of full production plans for onsite and offsite services to include budgets, event experience design, catering, rentals, production schedules, timelines and floor plans.
• Collaborate with sales, operations, creative, and production teams to project manage public and private events from inception through on-site execution and post-project wrap-up.
• Maintain record of event and department-related expenses
• Develop layout of small and large-scale events with focus on aesthetic, flow and functionality
• Ensure flawless execution, quality of service and timely delivery of all necessary components, properties, and materials for each event, on-site.
• Collaborate with Creators and Vendors, both in-house and 3rd party, to efficiently and respectfully deliver services.
• Build relationships with existing talent, partners and stakeholders maintaining the brand status of excellent service, client satisfaction while focusing on increased sales opportunities.
• Enforce third party compliance with license, insurance, City and Fire Codes, and other permitting requirements
• Produce large-scale, complex events such as multi-day events and conferences
• Work with the Accounting team and support clients on planning, execution and post-event reporting. Maintain consistent and thorough communication with all involved.
• Negotiate contracts/agreements with 3rd party vendors and team contractors.
• Create and maintain a project plan, timeline and budget for each event and increase revenue through planning and managing vendor contracts to fall within budget.
• Typical project scope responsibilities include: the development and management of resources, staffing, signage and menu development, décor, permitting, food & beverage, and graphics.
• Develops and tracks project schedules, agendas and event flows as needed.

Client Experience:

• Develop and manage customer expectations by providing clear communication, hospitality, and professionalism
• Maintain relationships with high value customer contacts, creating repeat business
• Proactively address and escalate customer complaints and concerns and engage in client recovery meetings, on case by case basis

JOB REQUIREMENTS

• Years of Related Professional Experience: 4+ years of full-time event planning and/or catering logistics experience
• Educational Requirements: Bachelor's Degree is a plus
• Computer/Software Applications: Proficient experience in Excel and Google Sheets is required. Experience in Salesforce or similar CRM system, Google Suite, and Canva are a plus
• Travel Required (%): up to 70%
• Skills: Event planning and/or catering production, management
• Other: Must have a reliable source of transportation to and from home, office, and events

WORK REQUIREMENTS

The worker is subject to both environmental conditions. Activities frequently occur inside and outside.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the job duties, the employee is regularly required to talk or hear; sit; stand; walk; use hands to finger, handle or feel objects, tools or controls, reach with hands and arms. Specific vision abilities required include visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned, close visual acuity to perform an activity such as: viewing a computer terminal; extensive reading. In addition, the employee must occasionally lift and/or move up to 20 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.