Seasonal Music Festival Project Manager

Job Summary: 

JAZZ HOUSE KiDS seeks an energetic and experienced Music Festival Project Manager to contribute to the planning and execution of events associated with and leading up to the 2026 MONTCLAIR JAZZ FESTIVAL at this highly regarded, award-winning community arts organization. The MONTCLAIR JAZZ FESTIVAL encompasses a Soundcheck Series of five concerts, multiple community events throughout the summer, and culminates with a Downtown Jamboree of music and festivities on August 15th.

Reporting to the Sr. Director of Event Operations, the Festival Project Manager will help to ensure that the MONTCLAIR JAZZ FESTIVAL is produced at a high level of quality satisfying the requirements of all stakeholders. The successful candidate will have the satisfaction of bringing the community together and advancing the mission of a growing, highly visible music education and performance organization.Through these efforts, the organization will be able to continue to develop the next generation of music makers, community leaders and global citizens. This is an excellent position for a dynamic, organized, person who enjoys working in a fast-paced environment.

This is an excellent position for a dynamic and organized large-scale event planner with an interest in an immersive experience while directly assisting the Sr. Director of Event Operations in all aspects of producing the MONTCLAIR JAZZ FESTIVAL.

Principal Duties:

Work with the leadership of the festival to plan and execute key logistical aspects of the MONTCLAIR JAZZ FESTIVAL. Responsibilities include, but are not limited to the following:

Project Management and Oversight

• Maximize available resources, including time, staff, volunteers, equipment, and finances
• Create and manage key event documents such as protocols, maps, supply lists, production documents, and milestone timelines
• Accompany and support the Sr. Director of Event Operations at all planning and production meetings, create meeting and event materials, prepare and distribute meeting minutes and follow-up tasks
• Troubleshoot and problem-solve as necessary, and present management and leadership with thoroughly researched recommendations and alternative solutions
• Provide on-site leadership, as needed
• Act as a liaison to coordinate with third-party contractors as needed
• Collaborate on security, emergency, and weather policies and protocols for staff and attendees
• Create protocols and oversee the execution of festival plans
• Properly memorialize and file all protocols, records, and documents related to the 2026 MONTCLAIR JAZZ FESTIVAL 

Post-Festival Responsibilities:

• Conduct post-event walk-throughs and inspections after every event to ensure the site is restored to its original state and all equipment and signage is returned to JAZZ HOUSE and all vendors
• Oversee rental returns on site, inventory count, and storage of equipment and supplies in proper place
• Participate in post-festival debrief meetings
• Develop a comprehensive post-event report following the festival

Time Commitment

• This exciting opportunity is a seasonal position, independent contractor beginning as soon as the right candidate is identified and culminating on or around August 28, 2026
• May: The position will be 30 hours per week in May 
• June-August:  40-50 hours per week in June, July, and August
• Events: Additional hours needed to work MJF events (these hours are above and beyond the scheduled weekly hours) 
• The job duties expand beyond scheduled hours in the days prior to each concert and in the two weeks prior to the August Downtown Jamboree (flexibility to work long hours/late nights)
• Must be available for event load-in/duration of event/load-out for each day outlined below with the ability and willingness to work outdoors in unpredictable weather conditions
• The Project Manager’s presence and supervision is mandatory for site inspections and any clean-up or equipment pick-up on the day(s) after each concert or event
• The position involves some weekend and evening work related to the MONTCLAIR JAZZ FESTIVAL.
• In addition to regular office hours, attendance is mandatory at all special events comprising the 2026 MONTCLAIR JAZZ FESTIVAL, including:

Soundcheck Series (evenings)

• June 16th / July 1st / July 14th / July 28th August 1st

Community Events

• Dates TBD

Downtown Jamboree

• Load-In Friday, August 14th (7am-10pm)
• Event Day August 15th (6am-1am)

• All festival staff may be asked to provide support at other summer programming events as needed
• May be asked to attend additional related events such as volunteer training sessions
• This position cannot support vacations or time off due to the compressed time period of the position and the magnitude of the event, no exceptions please.

Qualifications:

• Minimum of five (5) years of large-scale event planning experience, preferably at an arts organization, with a strong interest in large live-event production
• Experience managing and/or organizing artists, staff, volunteers, and vendors in both an administrative, pre-production and on-site capacity, ideally in a music/arts organization, festival, or large venue
• Excellent administration, negotiation and people management skills
• Experience planning the operations aspects of large music festivals, film festival or other festival strongly preferred
• Experience building and managing a team of seasonal staff, with strategic oversight of logistics
• Experience managing expenses and budgets for a large-scale festival or event
• Exceptional time management and organizational skills
• Flexibility and an ability to manage unexpected changes 
• Experience using project management software and planning tools
• Excellent computer skills and proficiency with Google Suite (sheets, docs, slides)
• Excellent team player with a “can-do” attitude, 
• Able to work both collaboratively as well as independently with little direction, and communicate with individuals at all levels of an organization
• Able to update or create new protocols, processes, and procedures as needed
• Excellent creative thinking and problem-solving skills
• A valid driver’s license is required; owning your own vehicle and ability to drive a box truck (up to 24 ft) a plus.
• Ability to manage competing priorities effectively
• Ability to lift 50 lbs
• Able to endure long periods of time standing or moving frequently
• Flexibility to accommodate an expanded work schedule in the weeks leading up to the MONTCLAIR JAZZ FESTIVAL is a must

Equal Opportunity Employment Statement:

JAZZ HOUSE KiDS is proud to be an equal opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. If you need assistance or an accommodation due to a disability, please let us know.

About JAZZ HOUSE KiDS: 

For twenty four years, JAZZ HOUSE KiDS has been an instrument for change, transforming lives using the power and the uniquely American art form of jazz, through world-class education and performances that create avenues of access, learning, career development and community building. We use jazz and the joy of music, advanced by master practitioners, as a gateway to student achievement.

The JAZZ HOUSE and students have received more than 150 awards and honors for excellence in jazz and jazz education. Every day of the week through a series of in-school and out-of-school programs in New Jersey and New York City, the JAZZ HOUSE helps young people gain an artistic edge. We use jazz and the joy of music, advanced by master musicians, as a gateway to student achievement. Our award-winning organization has documented outcomes including boosted social and emotional learning, improved academic outcomes, acquisition of life skills, and increased civic engagement. Alumni are among the most talented young jazz musicians and young professionals in the nation. Every day we keep our promise to build community leaders and develop global citizens through America’s original art form of jazz. 

The JAZZ HOUSE produces more than 150 free, annual concerts for nearly 250,000 fans in-person and online. The MONTCLAIR JAZZ FESTIVAL, our signature cultural program is the region’s largest jazz festival reaching 28,000 fans. Our Artistic Director is 11 x GRAMMY winner Christian McBride and the Artistic Director of the Newport Jazz Festival. In addition, we are recognized as a curator of elite one-of-a-kind client activation experiences with top award-winning artists and celebrated young talent.