Job Description
Associate Project Manager (Production) COMPANY DESCRIPTION Van Wyck & Van Wyck and Workshop are sister event companies distinguished by innovative design and an unsurpassed level of service, with over 20 years of experience in the field. We are a dynamic, creative, and growth-oriented team with incredibly high production values. Van Wyck & Van Wyck is a highly regarded environmental design and event production firm with headquarters in New York City. We produce private celebrations ranging from stunning weddings on beaches and mountaintops to international destination experiences and not-for-profit events. www.vanwyck.net Workshop designs and produces engaging events that communicate a brand's message. We build experiences that create compelling content, heighten brand loyalty and influence purchase behavior. www.workshopworldwide.com POSITION OVERVIEW: Van Wyck & Van Wyck is seeking an Associate Project Manager (Production) to support the Director of Private Clients across all points of production. This role is well suited for a producer who is ready to take on meaningful ownership of event logistics and is looking to eventually step into a more client-facing role with expanded scope. You will support the planning, coordination, and execution of private events, working closely with senior producers, internal teams, and vendors to ensure every detail is meticulously tracked, documented, and flawlessly executed. This is a production-forward, execution-oriented role for someone who is precise, detail-oriented, composed under pressure, and deeply reliable. The ability to manage multiple active projects simultaneously while maintaining exceptional standards across logistics and client communications is essential. RESPONSIBILITIES Day-to-day responsibilities include, but are not limited to: Production & Logistics Support end-to-end event planning and execution from preproduction through load-out and reconciliation Create and manage production timelines, run-of-show documents, and production orders Research, secure, and manage vendors including venues, rental companies, fabricators, and subcontractors Build staffing plans and handle crew scheduling, travel arrangements, and accommodations as needed Proactively troubleshoot production challenges and escalate appropriately Order event supplies and coordinate site delivery and return with comprehensive logistical guides Communicate clearly and consistently on logistics, deliverables, and production timing across internal teams and vendors Ensure scope and budget remain aligned with production realities throughout the planning process Collaborate with production colleagues and vendors to problem-solve and develop solutions in real time Support on-site execution; assist in managing crews, vendors, and timelines with precision Documentation & Administrative Production Support Prepare and maintain concept memos, event estimates, production orders, run-of-show documents, and expense reports Update and manage production schedules and internal tracking documents across multiple simultaneous projects Assist with budget tracking and expense reconciliation under the guidance of the Director and senior producers Support vendor outreach, follow-up, and contract coordination On-Site Event Support Lead assigned areas of on-site execution with meticulous attention to detail Assist in managing load-in, setup, event operation, and breakdown Serve as a calm, focused point of contact for crew and vendors during live events PAY & BENEFITS AT VAN WYCK & VAN WYCK This position has an annual base salary range of $85,000 to $110,000. Actual compensation within this range will be determined based on the candidate's skills, experience, education, and other job-related factors permitted by law. In addition to base salary, employees may be eligible for other benefits that impact overall compensation or total rewards. Other benefits include: Paid Time Off (PTO): Enjoy flexible, discretionary PTO to balance your work and personal life, with manager approval and proper coverage Health Insurance: Comprehensive health benefits include medical, dental, and vision plans, with significant company contributions to premiums and options for FSA or HSA One Medical and Talkspace Memberships: Complimentary memberships providing primary care and mental health suppor