What are the responsibilities and job description for the Event Production Associate position at Faena Rose?
ABOUT FAENA ROSE
A private, invitation-only cultural membership organization is seeking an Event Production Associate to join its dynamic, hardworking Event Programming and Production Team. Faena Rose brings together a vibrant community of innovators, entrepreneurs, industry leaders, artists, and cultural influencers through an inspiring calendar of cultural programming for 80 events a year with the highest standard of production, planning, and experience execution for its community.
The types of events and programming expectations for its exclusive and confidential members are nothing short of a VIP experience, with keen attention to detail, consistently. This organization is known for industry-leading events for its members, which is why it maintains a best-in-class membership retention rate.
YOUR IMPACT
The Event Production Associate will be known as a detail-focused, reliable, and creative collaborator—someone who ensures that every cultural gathering runs with precision and care. Through thoughtful planning and on-site support, this role enables members and talent to immerse themselves in programming designed to inspire connection, curiosity, and cultural enrichment.
The Event Production Associate will be part of a team that holds a very high standard for event execution.
POSITION OVERVIEW
The Cultural Programming Team curates and produces 80 transformative cultural experiences each year, ranging from intimate conversations with thought leaders to large-scale performances, culinary collaborations, screenings, family programs, and more.
The Event Production Associate plays an essential supporting role in bringing these experiences to life—helping translate creative concepts into flawless, on-the-ground execution. This position is ideal for someone who thrives in a fast-paced, high-touch, highly creative environment.
This person will need to maintain a flexible schedule for event production and execution, be a master of organization, and follow checklists for each event. unafraid to speak up proactively when any event might be off track in planning or execution, and most importantly, be a hands-on doer in support of the direction of the Director of Cultural Programming.
REPORTING STRUCTURE & KEY PARTNERSHIPS
Reports to: Senior Manager, Event Production
Direct reports: None
Collaborates with: Event Production Manager, Marketing Team, Member Relations Team, Financial Controller
DUTIES & RESPONSIBILITIES
Event Production Support
- Support the execution of all cultural event details (pre-event, during event, and post-event), including:
- Assisting with booking venues (on-property and off-site)
- Coordinating with internal Special Events & Banquet Teams
- Helping source and manage third-party vendors
- Preparing and routing Banquet Event Orders (BEOs)
- Assisting with run-of-show documents, floorplans, and supporting logistics
- Coordinating travel, accommodations, and car service for talent
- Gathering invoices and assisting with basic event reconciliation
- Helping track budget elements within the department
- Preparing post-event thank-you gifts
- Providing hands-on support at events, including load-in and load-out
Cross-Department Collaboration
- Partner with the Marketing Team to maintain the communications calendar and support event promotion across newsletters, social channels, and digital archives.
- Work closely with the Member Relations Team to ensure seamless communication of event details and guest needs.
SKILLS & ABILITIES
- Strong organizational and project coordination skills; ability to support multiple events in a high-volume, fast-paced environment
- Excellent written and verbal communication
- Ability to collaborate effectively with internal teams, vendors, and talent
- Comfort with production timelines, run-of-show documents, and floorplans
- Basic budget literacy and ability to track expenses
- Calm, solutions-oriented, and adaptable under pressure
- Genuine interest in art, culture, design, and current cultural conversations
- Familiarity with luxury hospitality or cultural programming preferred
- Self-motivated, professional, reliable, and highly collaborative
- Creative and resourceful with strong problem-solving abilities
PHYSICAL REQUIREMENTS
- Ability to move safely on uneven terrain or in confined spaces
- Ability to identify and respond to potential hazards
- Ability to remain stationary for extended periods
- Ability to lift or carry up to 40 lbs
SUCCESS METRICS
- Timeliness: Event preparation milestones met consistently
- Documentation: Accurate and complete run-of-show, floorplans, and BEOs
- Efficiency: Event close-out materials submitted within 48 business hours
- Safety: Zero recordable safety incidents
QUALIFICATIONS
- 1–2 years of experience in event planning, cultural programming, hospitality, or production support (luxury or high-touch environments a plus)
- Proficiency in Microsoft Office Suite, Adobe Creative Suite, Google Workspace, and Canva
- Familiarity with CRM platforms (PeopleVine preferred)
- Experience with project management tools such as Trello, ClickUp, or Monday.com
COMPENSATION & BENEFITS
- This organization offers a competitive compensation and benefits package, which includes:
- Medical, dental, and vision insurance
- 401(k) plan with employer match
- Vacation and PTO package
- Additional employee benefits
EQUAL OPPORTUNITY
The organization is an Equal Opportunity Employer. All applications and personal information will be kept strictly confidential according to EEO guidelines.