JOB SUMMARY

The Senior Event Producer will play an important role in the strategic planning, physical execution, production logistics, and operational delivery of Gratsy's experiential events. This role is ideal for an experienced events professional who thrives on organization, problem-solving, and operational excellence.

This role will facilitate and lead the end-to-end production lifecycle, ensuring all assets, logistics, vendors, staffing, and on-site operations are executed on time, on budget, and to agency and client standards. This role manages vendor relationships, production planning, logistics, fabrication, and project coordination across multiple initiatives.

Working closely with the Director of Event Production, cross-functional teams, and third-party production partners, the this role helps ensure projects move efficiently from concept through completion while maintaining quality, timelines, and budgets. The Senior Production Manager will proactively manage project details, allowing department leadership to remain focused on strategic planning, organizational development, and agency growth. While this role does not have direct reports, it serves as an indirect leader and mentor to the Producers and field teams, setting execution standards and driving accountability through influence.

Responsibilities include and are not limited to the below:

ESSENTIAL DUTIES, FUNCTIONS, AND RESPONSIBILITIES

*THIS IS A SAFETY-SENSITIVE JOB FOR PURPOSES OF THE ARKANSAS MEDICAL MARIJUANA AMENDMENT

Production Strategy:

• Own the end-to-end production execution of assigned events, ensuring all physical and operational components are fully planned and delivered.

• Ensure all production elements are procured, prepared, delivered, returned, and accounted for without gaps.

• Serve as the final checkpoint for production readiness prior to event launch, ensuring no critical items are missed.

• Maintain full accountability for event readiness, proactively identifying and resolving issues before execution begins.

• Identify production challenges early and develop practical solutions.

• Escalate strategic issues while independently resolving operational matters.

• Maintain accurate and organized production documentation, including asset lists, vendor details, and logistics plans.

• Ensure that all documentation is current and stored correctly in SharePoint and internal systems.

• Support post-event closeout by ensuring assets are returned, documentation is complete, and learnings are captured.

• Ensure alignment across all teams responsible for production execution.

Vendor Management:

• Act as the main point of contact for vendor communication, including the sourcing of new vendors and management of which vendors are leveraged for each campaign.

• Own execution relationships with vendors, fabrication partners, staffing agencies, and logistics providers.

• Source and evaluate new production vendors and suppliers.

• Manage vendor estimates, production schedules, deliverables, and quality expectations.

• Resolve vendor issues quickly while protecting timelines, budgets, and execution quality.

• Build strong vendor relationships while identifying opportunities to improve efficiency and costs.

• Ensure vendors meet deadlines, deliver quality work, and operate within approved budgets.

Creative & Technical Production:

• Partner with Creative to translate concepts into practical production solutions.

• Review creative files and coordinate print-ready artwork, production files, fabrication drawings, and technical specifications.

• Help identify production methods, materials, and fabrication solutions that maintain creative integrity while meeting budget and timeline requirements.

• Ensure all materials, equipment, and assets arrive on time, in the correct location, and in proper condition.

• Review plans and provide feedback to elevate team performance and execution quality.

Production Planning & Logistics:

• Translate event plans into clear, executable production steps and timelines.

• Partner cross-functionally with Event Project Managers, Client Services, Creative, Talent, Operations, and Fulfillment teams.

• Develop production schedules and workback timelines.

• Coordinate fabrication, shipping, trucking, warehouse preparation, and installation schedules.

• Track project milestones and communicate schedule updates to internal teams and vendors.

• Coordinate load-in and load-out schedules to ensure efficient and timely event setup and breakdown.

• Own all logistics and transportation planning, including shipping timelines, routing, and delivery tracking.

• Troubleshoot and resolve shipping, routing, or delivery issues proactively and in real time.

• Ensure all production execution aligns with safety standards, venue requirements, and compliance guidelines.

• Identify operational risks and proactively implement mitigation plans.

Financial Administration:

• Execute against existing event budgets with a strong focus on accuracy, efficiency, and accountability.

• Review quotes and scopes of work to confirm alignment with event needs and expectations.

• Assist Event Managers with tracking and validating all production-related costs to ensure alignment with approved budgets.

• Identify and communicate budget risks early and propose solutions to prevent overages.

• Ensure that all expenses are documented, coded correctly, and submitted on time.

Operational Excellence:

• Lead on-site event production, including setup, live execution, and teardown.

• Act as the primary decision-maker for production-related needs during live events.

• Ensure field teams are properly briefed, equipped, and executing according to plan.

• Resolve on-site challenges quickly and professionally without disrupting the client experience.

• Maintain a calm, solutions-oriented presence in high-pressure environments.

• Model strong execution, organization, and problem-solving behaviors.

• Ensure all field teams operate safely and within company standards at all times.

• Communicate clearly, proactively, and professionally with all stakeholders. Identify process gaps and recommend improvements to increase efficiency and consistency.

• Consistently meet deadlines, deliverables, and quality expectations, taking ownership of outcomes, including resolving issues and driving solutions.

• Represent Gratsy's brand and values with clients, vendors, and partners

• Comply with all company policies and procedures and perform other duties as assigned

EDUCATION & RELATED EXPERIENCE REQUIRED

• High school diploma or equivalent required

• Bachelor's degree in event management, marketing, communications, or related field preferred

• 7+ years of experience in event production, logistics, or experiential marketing

• 3+ years of experience managing complex event logistics, vendors, and physical execution

• Professional experience in agency, experiential, or multi-event environments

• Experience working in fast-paced, multi-project environments

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong expertise in event production and logistics execution

• Ability to lead through influence without direct authority

• Excellent problem-solving and decision-making skills

• High attention to detail and strong organizational discipline

• Ability to remain calm and effective under pressure

• Proficiency in project management tools (Asana), Microsoft Office Suite, and Slack

• Proficiency in design software such as Adobe Creative Suite, AutoCAD, Vectorworks, SketchUp

• Strong communication and cross-functional collaboration skills

• Comfort working in fast paced and event-driven, deadline-oriented environments.

• A valid driver's license and the ability to be covered under the Gratsy's insurance policy are required.

SUPERVISORY RESPONSIBILITIES AND INTERACTIONS WITH OTHERS

The position provides indirect leadership, mentorship, and guidance to less tenured team members and will interact daily with peers, cross functional teams, customers, vendors, field teams, and the public.

PHYSICAL REQUIREMENTS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk, hear, and see using close- and/or distance-vision, and use their hands to touch, grasp, or type. Enter and locate information on a computer. Visually verifies information, often in small print. Presents information to small or large groups. Communicates with Customers, Vendors, or Employees via telephone, in person, and/or electronic mail. The employee may occasionally be required to reach with their hands and arms, walk, and lift or move objects up to and potentially exceeding 70 pounds. Hand-eye coordination is necessary to operate computers and various pieces of office equipment.

TRAVEL

Travel: Domestic travel may occur, up to 50% of any given month, and you may be required to travel via air, bus, rental vehicle or operate company vehicle(s) or company owned assets for various events across the country.

WORKING CONDITIONS

Duties are typically performed in an office environment. The work environment is usually a well-lit, environmentally controlled indoor environment with a moderate level of noise. This is a full-time position, and the hours of work and days range Monday through Friday, 8 a.m. to 5 p.m. Work hours may vary depending on the operational activities and required duties; evening and weekend work may be occasionally required.

This job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks, and duties may differ from those outlined in the job description, and other duties, as assigned, may be required.