Event Production Coordinator

About Uniting Voices Chicago

Uniting Voices Chicago provides transformative programs through partnerships with over 80 schools, 12 community-based after-school music programs, Dimension, an ensemble for singers with changing or changed voices, and the world-renowned Voice of Chicago. As a national and international touring ensemble, Uniting Voices Chicago has performed for dignitaries such as former President Barack Obama, Nelson Mandela and former Chinese President Hu Jintao and with artists such as Chance the Rapper, Yo Yo Ma, Andrea Bocelli, Beyoncé and Celine Dion.

Uniting Voices Chicago is a civic treasure and model for urban music education with more than 75 percent of youth able to access its programming free of charge.

Event Production Coordinator (Full-time)

The Event Production Coordinator plans and executes Uniting Voices Chicago concerts, including contracted engagements and events produced by the organization. They serve as the first point of contact for artistic collaborators and event producers in bringing to life meaningful performances for youth and communities. This person liaises with venues, audio/visual companies, instrumentalists and other event collaborators. The Event Production Coordinator reports to the Director of Production and works closely with all departments, especially program staff and faculty.

Key Responsibilities:

• Serve as liaison for all performance venues, vendors and contracted musicians; oversee contractual paperwork and communicate event information.
• Facilitate and track expenses and revenue for productions, including payment of venues, vendors, musicians, and other program related payees, by compiling and submitting all check requests and invoices.
• Assume responsibility for all equipment necessary for production including moving and receipt of all equipment and supplies for concerts.
• Create timeline documents per engagement and relay information to all parties involved.
• Compile all information needed for concert programs.
• Manage all bus and food needs for productions and events.
• Provide sheet music and recorded music needs for productions.
• Provide onsite support for productions.
• Assist with all guest artist needs including travel, accommodations, hospitality, etc and administer paperwork for their engagement, including coordinating performance needs with Artistic Staff.
• Field requests for contracted performances and coordinate production needs for community events.
• Maintain a master calendar of concerts and gigs for the entire organization.

Qualifications:

• BA in a related field or equivalent work experience, including working knowledge of music/audio and the performing arts.
• Strong organizational skills; highly detail oriented with a commitment to excellence.
• Excellent project management, prioritization and problem solving skills with the ability to remain calm and collected under pressure.
• Possess high level of energy and self-motivation.
• The ability to establish strong working relationships with diverse individuals, organizations and communities with outstanding communication skills, both verbal and written.
• This is an active role that requires moving equipment and being on your feet for long periods.
• Ability and willingness to travel throughout the city of Chicago and surrounding area and to work nights and weekends.
• Committed to working in an environment that is mission driven and enjoy working with children.
• Proficient in Google Suite; basic knowledge of A/V equipment and Salesforce preferred.

“OTR” LIFE EXPERIENCE

We know that many of your most character-building experiences — where resilience, grit and grace were required to persevere — do not show up neatly on a resume. So, we want to hear some of those “OTR” (“off the resume”) moments for you. In order to be on the Uniting Voices Chicago team, EQ (Emotional Intelligence) is not a nice-to-have…it’s a must. So, show us your EQ.

A NOT-SO-FUN FACT:

We know research tells us that while men apply to jobs when they meet an average of 60 percent of the criteria, women and people of color tend to only apply when they feel they’ve checked every single box. If you are unsure that you’ve checked every box in these descriptions, but you think you have what it takes to enhance the Uniting Voices Chicago as we grow our team—we want to hear from you.

EQUAL OPPORTUNITY EMPLOYER

Uniting Voices Chicago is an equal opportunity employer that actively pursues candidates of diverse backgrounds and experiences. We are committed to providing diversity, equity, and inclusion training to all employees, and we do not discriminate on the basis of race, color, religion, ethnicity, nationality or national origin, sex, sexual orientation, gender, gender identity or expression, pregnancy status, marital status, age, medical condition, disability, or veteran status in admission or access to, or employment in, its programs and activities.