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PRODUCTION ADMINISTRATOR

BlackHouse is a NYC based Women & Black owned event production agency founded in 2016 with a mission to create experiences worth framing for corporations, brands, and non-profit organizations. Our experiential approach to event design brings our clients message and event programming to life. We bridge the gap between ideation and execution, providing a concierge-like experience for our clients. Working with a tribe of the industry’s elite, we provide comprehensive event production services, specializing in production design, technical production, and show direction. We offer a dynamic work environment, and an opportunity to grow with a group of passionate individuals who live for moments that take your breath away.

Our vision is to create a unique and authentic work environment that allows our tribe to flourish – both individually and in their teams. It is our mission to create meaningful experiences for our employees that bring them value both professionally and personally.

Role Summary 

Administration & Operations 

  • Utilize agency software (ASANA) to communicate and project plan with executive, recruiting, and bookkeeping teams 
  • Heavy calendaring & scheduling within Google calendars of production-specific milestones, freelancers interviews, vendor & freelancer meetings 
  • Creating Agendas & Concise note taking for production and client meetings as needed  
  • Assist with creating & updating departmental descriptions & workflows
  • Research special projects, vendors, and supplies as assigned
  • Organize & maintain the vendor Database 
  • Research potential venues and maintain a venue database 
  • Draft | Update production docs & templates with BH branding
  • Assist Production Manager with BlackHouse inventory coordination and logistics for projects 
  • Assist Production Manager with departmental expense reports 
  • Work on ad hoc requests as required
  • Project & Tribe Coordination
  • Assist Production Manager with freelancer contracting process which consists of staff planning, recruiting, screening, booking, position & project onboarding, scheduling, and close out of the production team
  • Assist with the development of Tribe Job Descriptions & Workflows
  • Develop & update Org Chart per project 
  • Coordination and monitoring of the freelancer time tracking process 

Production Support & Vendor Coordination 

  • Create Google production folders & production templates 
  • Support the production team in creating vendor RFP’s
  • Meet regularly with internal & external collaborators on & off-site
  • Perform site surveys as needed
  • Compile & distribute event binders & drawing packets their shows as necessary
  • Support the production staff with any agency administration requests ( Shipping, Receiving, Credit Card Purchases)
  • Support with inventory management
  • Update & manage production schedules, contact sheets, crew counts, budget trackers, and other documents as necessary
  • Work independently and with agency travel agent to book travel (air, ground, and hotel) for the project team, vendors, and clients
  • Set up & maintain onsite production office distribute radios, credentials, petty cash, and any other pertinent crew supplies onsite. As needed, ensure crew meals are coordinated & ordered 

Personal Characteristics

  • Passion for Production: You have a love for all aspects of events and care deeply about guest experience, client satisfaction, and your teams. You have a drive and dedication to a fast-paced, high pressure agency environment. You thrive in a collaborative space and enjoy assisting in all aspects of production. You are detail oriented and have a clear understanding of logistics and spreadsheets. Creating to-do lists, conducting inventory, and product purchasing excites you. You are able to shift between multiple projects at a given time.
  • Self Starter:  You take the lead in getting things done as well as figuring out what needs to be done. You are a multi-tasker with a strong sense of urgency and ability to prioritize
  • Operations Mindset: Organized, strategic, process and results driven. You can take an idea and create a plan through implementation 
  • Detailed Researcher : You love to search high and low in order to produce deliverables. You are savvy with internet and social media research methods. You’re able to capture all the key facts and communicate your findings in google sheets, docs, and slides
  • Collaborative: You’re a master at getting things done cross-functionally and believe it’s about the team, not the individual
  • High-energy: You’re infectiously optimistic and resilient, and bring positivity and forward momentum to any team you join
  • People Obsessed: You have a passion for deeply understanding clients, staff, and vendors. You are a born problem solver & have an empathetic approach to collaboration
  • Budget Savvy: You have the ability to develop spreadsheets, crunch numbers, and input formulas

Qualifications

  • Have excellent interpersonal & communication skills, both verbal & written 
  • Take initiative, multi-task, and work positively in a fast-paced environment 
  • Ability to accept direction and required to be comfortable and flexible with evolving priorities and roles 
  • Work with discretion, diplomacy, confidentiality, and tact in high-pressure settings
  • Demonstrate a sense of urgency & act responsively
  • Work independently as well as within a team environment
  • Supremely organized, detail-oriented, and thorough

Required Knowledge and Skills 

  • Bachelor’s degree and/or a minimum of two years of live event, agency, entertainment, AV operations, touring, film production, concert and/or production experience
  • Excellent planning & project coordination skills
  • Demonstrated evidence of successful teamwork
  • Professional demeanor 
  • Calm and flexible approach to handling the pressure and stress of ever-changing demands
  • Working knowledge of theatrical, film, and/or production procedures and practices and  eagerness to apply that knowledge in a wide range of projects 
  • Proficient in Google Suite (Docs, Sheets, Slides, Forms)
  • Highly proficient computer skills including Microsoft Office, Excel, and PowerPoint
  • Knowledge of DocHub a plus
  • Knowledge of Canva is a plus 
  • Strong knowledge of core event production elements, terms, and process
  • Familiarity with technical event production
  • Knowledge of venues (NYC & beyond) is a plus
  • Must be able to occasionally lift up to 50 lbs

 

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