Associate Producer

3 months ago

Melbourne, Australia Imagination Full time

We are looking for an Associate Producer who is versatile, inquisitive, detailed and loves a challenge._
- Imagination Melbourne has a small, highly collaborative team who deliver exceptional projects for our clients, the majority of which we have been working with for over five years (so we must be doing something right)._

**Role Overview**

The role of Associate Producer is extremely broad and requires a team player with a proactive mind and 'hands on' approach. It is imperative to strive for an exceptional level of detail in everything you do.

The Associate Producer is a highly respected role at Imagination. They are the conduit between the team and the projects' administrative duties. The role has great exposure to all of Imagination teams, plus the opportunity to support on all event and creative elements.

This role is a dedicated role within the Live Events Team working across various clients / new briefs that land in the agency.

The Associate Producer is a vital role working closely with the Project Managers, Senior Producers, and Project Director. It presents an opportunity to work with a dynamic group of people and develop a large range of valuable skills. The Project Director, Project Managers and Senior Producers are at the centre of all deliverables on a project and are responsible for quality, timing, budget and OHS. The Associate Producer is to assist and support the team and also take on their own key areas of the project to have ownership of delivery on appropriate elements.

This role demands working very closely with Client stakeholders and Imagination suppliers to manage guest data, approvals, venues and sponsors (amongst many other things) across the program of work.

**Detailed responsibilities**

Assist with the following activities, but not limited to, which may be required during a project cycle:

- Writing & Preparing relevant documentation for client WIP meetings
- Writing & Preparing contact reports and post client WIP documentation required
- Managing client WIP meeting schedules
- Managing internal WIP meeting scheduling and relevant documentation
- Updating project timelines
- Weekend work maybe needed at time to time on Projects
- Briefing internal design team with signage & collateral requirements
- Research, sourcing and briefing talent / entertainment
- Research, sourcing and briefing décor suppliers
- Assist with the management of the Production Schedule
- Venue liaison and management of logístical requirements
- Manage accommodation, travel & catering requirements
- General administration support events team
- Delivery of collateral including invitations, guest lanyards, registration requirements
- Manage installation and dismantle
- Working across all production areas - Digital, Screen and Live event
- Manage the collation, production and distribution of show books
- Collation of OHS documentation
- Mastering Maconomy (finance management system) and assisting in team training where needed
- Manage supplier payment schedule
- Manage supplier purchase orders
- Assist with financial reconciliation of the production budget
- Assist with sourcing and processing final invoices
- Attend debriefs and document results
- Archive project files and update plans

**Experience and skills required**:

- Educated to degree level (preferable but not essential & dependant on experience)
- Background in event delivery for corporate and tech clients
- Sufficient experience to take sole responsibility of delivering projects. Events experience is essential, and exhibition experience is advantageous
- Knowledge of branding and communication in events
- Must be able to communicate well and build relationships with client, other departments / colleagues
- Can write accurate and timely contact reports as well as briefs for internal teams
- Good knowledge of Word, Excel, PowerPoint
- A clear and confident telephone manner and an ability to produce accurate, clear documentation for suppliers and clients
- An understanding of hotel & travel working practices
- Open to collaborative working across internal departments and with all stakeholders
- Desire to learn and grow professionally
- Comfortable to ask questions and clarify task specifics
- Competent in managing given deliverables autonomously

**Personal attributes**:

- A positive, can-do attitude. The team works across a range of clients and on a variety of projects, often against tight deadlines
- An intelligent, ambitious and highly motivated team player with a commitment to quality and professionalism - you will always go the extra mile
- Calm in a crisis, extremely organised, pro-active with good interpersonal skills
- Flexible, patient, able to prioritise and a good negotiator
- Willingness to get involved in the creative agency environment
- Pro-active by nature and with an ambition to learn
- A can-do person, with a positive nature who is able to build strong relationships, and has a willingness to learn and adopt new methods

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