Job Description

Locations

• Cupertino, California, United States 95014

Salary

Skills Required

• event designintermediate
• event managementintermediate
• operationsintermediate
• broadcastintermediate
• productionintermediate
• event planningintermediate
• budget coordinationintermediate
• systems managementintermediate
• database managementintermediate
• purchase order processesintermediate
• vendor administrationintermediate
• vendor coordinationintermediate
• labor coordinationintermediate
• crew coordinationintermediate
• administration skillsintermediate
• inventive thinkingintermediate
• collaborationintermediate

Required Qualifications

• 5+ years as a budget administrator or coordinator in the theatrical, film, and live event industries. (experience, 5 years)
• Mac, Excel, Numbers and Keynote proficient. (experience)

Preferred Qualifications

• Experience creating or managing budget database systems. (experience)
• Action oriented, well organized and proactive. (experience)
• Proven track record developing and managing large, complex projects/teams. (experience)
• Excellent oral/written communication, analytical, and interpersonal skills to effectively work with all levels within the organization, contractors and vendors. (experience)
• Deals with ambiguity and has the ability to connect the dots. (experience)
• Adaptability in a variety of situations. (experience)
• Willingness to learn and execute learnings. (experience)
• Proven ability to manage multiple projects simultaneously. (experience)
• Proactive, thoughtful, and strategic thinker. (experience)
• Thrives in a fast-paced environment, resourceful, self-motivated, extremely organized, and detail-oriented. (experience)
• Excellent prioritization skills and the ability to change/shift focus with ease. (experience)
• Works well under pressure, maintaining self-composure and integrity. (experience)
• Willing to travel. (experience)
• Worked with clients in production, travel, hospitality, lifestyle, sports, tech, and/or entertainment. (experience)

Responsibilities

• As a key member of the Event planning team, you’ll be instrumental in supporting various projects related to the Steve Jobs Theater and Apple Park Observatory. Your primary responsibility will be to coordinate several budget administrative components, including systems and database management, purchase order processes, vendor administration and coordination, and labor/crew administrative coordination. If you possess strong administration skills in the theatrical, live event, or production space, we’d be delighted to hear from you!
• Track and coordinate project budgets, review crew rates, ensure accurate purchase requests through spreadsheets and internal tools.
• Monitor vendor spend and review budget line items for estimates and invoices.
• Overall budget coordination with producers, vendors and cross functional leads.
• Communicate budget targets and schedule to key members of the production team through various milestones. Act as a key point of contact both internally and externally, ensuring clear communication and managing expectations throughout the production process.
• Review and advise on production plans to ensure feasibility and alignment with company, union, and legal standards.
• Provide regular budget updates and forecasts to producers, managers and finance partners.
• Serve as a key point of contact for production personnel, working closely with internal departments.
• Maintain a diverse pool of freelance talent and vendors, fostering strong relationships and ensuring availability for future projects.
• Assist the wrap-up of production, ensuring that all materials, files, and finances are properly closed out and archived.

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