Associate Project Manager (Production) at VAN WYCK VAN WYCK

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

07 Aug, 26

Salary

11000.0

Posted On

09 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Event Production, Logistics Management, Vendor Management, Budget Tracking, Project Management, Microsoft Office, Excel, Communication Skills, Organization, Time Management, AutoCAD, CRM, Fabrication Coordination, Staffing Planning, On-site Execution, Documentation

Industry

Events Services

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 support 401(k) Retirement Plan: Participate in a retirement savings plan with pre-tax and Roth options after six months of employment with a discretionary company match Cell Phone Stipend: Receive a $100 monthly phone reimbursement after three months of employment Commuter Benefits: Take advantage of our pre-tax commuter benefits program to save on transit and parking expenses Gym Reimbursement: Stay fit with a $400 annual gym reimbursement, available to those enrolled in our health insurance plan REQUIRED QUALIFICATIONS/SKILLS: A minimum of 3–5 years of experience in corporate or luxury event production Proficiency in Microsoft Office, including Excel, Word, and Outlook Excellent written and verbal communication skills; confident in managing vendor outreach and follow-up Proven ability to manage multiple projects and tasks simultaneously with precision Strong organizational skills and exceptional attention to detail Collaborative working style with the ability to work across departments and personalities Comfort working under tight timelines and in high-pressure live event environments Willingness to work evenings, weekends, and holidays as event schedules require Ability to travel domestically and internationally as needed The ideal candidate has the following qualifications: Experience in luxury private event production Familiarity with AutoCAD or other floor plan and site plan tools Budget management and CRM experience MAC and PC proficiency Experience coordinating fabrication, rentals, and specialty vendors in a production context Open to working holidays, weekends, and after hours Van Wyck & Van Wyck and Workshop are proud to be Equal Opportunity Employers. We do not discriminate on the basis of race, color, ethnicity, creed, religion, sex, gender, gender identity or expression, sexual orientation, pregnancy, childbirth, breastfeeding or related medical conditions, reproductive health decision-making, marital status, partnership status, familial status, caregiver status, domestic violence, sexual violence or stalking victim status, national origin, ancestry, citizenship or immigration status, age, disability, arrest or conviction record, genetic information or predisposition, military or veteran status, lawful source of income, unemployment status, height or weight, hair texture or protective hairstyles, credit history, or any other status protected under applicable federal, state, or local law.

Responsibilities

Support the Director of Private Clients in the end-to-end planning, coordination, and execution of luxury private events. This includes managing production timelines, vendor relations, staffing plans, and overseeing on-site load-in and operations.