Event Production Coordinator

About the role

Gladiator Productions is seeking an Event Production Coordinator to manage projection implementation, vendor partnerships, and logistics for a variety of client events across North America. The role involves close collaboration with clients, internal teams, and external vendors to ensure projects stay on schedule and meet creative goals.

Key responsibilities

• Liaise with vendors, stakeholders, and clients throughout the event planning process.
• Coordinate project schedules, task lists, and incoming requests, anticipating and resolving potential roadblocks.
• Support pre‑production, on‑site execution (setup, strike) and post‑event close‑out for multiple events simultaneously.
• Serve as primary or secondary client contact, providing accurate status updates and meeting deadlines.
• Compose call recaps to maintain visibility of project progress.
• Source creative elements and services, manage budgets, and reconcile expenses for assigned projects.
• Provide additional on‑site, in‑office, and administrative support as needed.

Required profile

• 1‑2 years of PA/assistant or in‑field experience; project coordination experience preferred.
• Valid driver’s license with a clean driving record.
• Willingness to travel 40‑50% and work flexible hours, including 8‑12‑hour days and occasional weekends.
• Strong verbal and written communication skills and the ability to handle last‑minute requests.

Required skills

• Proficiency with Apple/Mac operating systems (OS Tahoe onward).
• Advanced knowledge of Microsoft Office suite: Excel, PowerPoint, Teams, Outlook.
• Experience with Adobe Creative Cloud: Illustrator, InDesign, Photoshop.