Director of Event Productions
3 days ago
Santa Clara
POSITION DESCRIPTION: Director of Productions LOCATION: Santa Clara, CA JOB GRADE: Exempt REPORTS TO: Director of Operations AVT CORE VALUES We are Team Players | Go Above and Beyond | Do the Right Thing | Get Things Done GENERAL SUMMARY/ PURPOSE OF POSITION: The Director of Productions is accountable for leading the Production Department and owning all aspects of event delivery; from pre-production planning & creative design through post-event review. This role ensures AVT Productions consistently delivers a high-touch, white-glove experience for executive-level clients, while maintaining operational excellence across the production team, equipment assets, and vendor relationships. ESSENTIAL JOB FUNCTIONS: As a representative of AVT Productions Management, provide highest level of professionalism and customer service and integrity when dealing with Customers, Vendors, and AVT Productions Team Members. Pre-Production Management • Coordination with sales and account management in the assignment and handoff of clients., • Technical requirements of events from creation to execution., • Needs analysis and suggested solutions to support the client’s goal, • Assuring that content is client approved/certified/compliant with client policies., • Arrangement for the creation and development of set and lighting designs., • Creation of a comprehensive equipment list in the order entry software., • Obtaining client signoff on the scope, timetable and cost prior to event., • Drives overall creative design to match client brand as appropriate Event Management: • Coordination of the logistics for the event including but not limited to staffing, equipment, vendors, lodging, transportation, incidentals, etc., • Room configuration, load in, setup, tear down and preparation for transport back of equipment., • Monitoring and exemplifying proper safety procedures., • Meeting and greeting clients at the event., • The liaison between the client and the production crew on events to ensure effective communication and coordination., • Manage equipment inventory, subrentals, and pickup and delivery schedule Post-Production Management: • Collaboration with account management to follow up with internal and external staff to review the positives and negatives that unfolded throughout the event., • Exploring and proactively executing future solutions to any problems that may have occurred., • Review and finalize post-event budgets., • Ensure all event charges are properly documented and approved prior to handoff to Account Management. INVENTORY & ASSET MANAGEMENT The Director of Productions holds full ownership of AVT Productions' equipment assets. This responsibility spans strategic planning, procurement, and day-to-day inventory control. Equipment Planning & Purchasing • Lead annual and long-range equipment planning aligned with production goals and revenue projections., • Stay current on emerging A/V technologies, equipment trends, and product lifecycles; advise on acquisition and retirement decisions., • Manage the equipment procurement process — sourcing, vendor negotiation, purchase approval, and delivery coordination., • Evaluate equipment performance and utilization data to inform future purchasing decisions., • Ensure capital expenditure requests for equipment are well-supported and submitted through the appropriate approval process. Physical Inventory Management • Responsible for administering AVT's physical inventory counting process, including scheduling and executing regular cycle counts and annual full inventory counts., • Maintain accurate equipment records in the inventory management system, ensuring counts reconcile to system records., • Investigate and resolve inventory discrepancies; document root causes and implement corrective actions., • Ensure all equipment is properly labeled, tracked, and stored according to established procedures., • Coordinate inventory activities with the Warehouse team to minimize operational disruption., • Report inventory status, variances, and asset condition to the Director of Operations. PRODUCTION & WAREHOUSE DEPARTMENT MANAGEMENT • Develop, implement, and enforce policies and procedures built around best practices and safety for event production., • Responsible for hiring, supervising, scheduling, training, evaluating, and disciplinary actions for Technical Producers and technical staff., • Partner with HR on the maintenance of job descriptions and recruitment for production staff., • Document and retain evaluations including interview, needs analysis, training, coaching & counseling, disciplinary actions, and terminations., • Manage external labor sourcing — including freelancers, union labor, and third-party vendors — optimizing for cost, skill level, flexibility, and availability., • Review and approve external production charges prior to vendor payment., • Timely sign-off on invoiced event charges before handoff to Account Management., • Strategically manage the department's profitability through disciplined oversight of payroll and operating expenses. SUPERVISORY RESPONSIBILITIES: • Supervise and direct all internal and external staff during event productions., • Confirm production staff requirements for every show that is produced., • Maintain records of accountability and performance for production staff as needed or requested by operations management, including addressing any disciplinary issues that arose on event. KEY COMPETENCIES • Time Management – consistently delivers on commitments on time without sacrificing quality, • Leadership & Accountability – sets a clear direction, empowers the team, and owns outcomes; good and bad., • Business Acumen – makes decision that reflect sound financial judgement and strategic awareness, • Emotional Intelligence – navigates interpersonal dynamics with self-awareness and empathy, • Team Training & Development – invests in growing the skills and careers of direct reports, • A/V & Event Design Leadership – leads the team with deep technical expertise and a visionary approach to event experiences, • Vendor Management – builds and manages vendor relationships that deliver quality, reliability, and cost efficiency. IDEAL QUALIFICATIONS: • Bachelors degree preferred with10+ years prior work experience., • 10 years of experience in a management role within the event staging and production space., • 7 to 10 years working knowledge of audio-visual equipment with a proficiency in lighting, sound, video recording and data projection., • Demonstrated experience owning inventory management, equipment procurement, or asset planning functions OTHER SKILLS: • Strong written/verbal communication and public contact, • Effective teamwork, leadership, motivational, and problem solving, • Managing multiple priorities and project management, • Detail oriented with the ability to work independently and proactively., • Business software proficient especially with MS Office Suite, CRM & inventory databases ADDITIONAL REQUIREMENTS: • Flexibility to meet occasional early morning, late evening and weekend commitments, • Ability to travel overnight and or out of town as required, • Consent to and ability to pass a criminal background check and drug test, • Possession of a valid driver’s license with a clear driving record