Description

The Executive Producer is the strategic and operational leader responsible for the planning, organization, execution, and profitability of Memoir’s owned events. This role oversees the full life cycle of the event, going beyond event production, and is a business leadership position accountable for brand integrity, revenue performance, and operational excellence.

The Executive Producer serves as the cross-functional driver working closely with Memoir’s internal teams, venue partners, and external vendors. This role requires a seasoned leader with a proven track record of producing large-scale immersive events while simultaneously managing budgets, teams, and stakeholder expectations at an executive level.

The ideal candidate brings a mix of creativity, organization, and collaboration, with the ability to produce unforgettable guest experiences while supporting financial and operational success.

Who is The Memoir Agency? 

At Memoir we produce immersive events across the country, aiming to bring meaning to every place and every moment. We specialize in crafting irresistible experiences that spark wonder and forge deep connections. From epic live events to fully immersive environments, we transform stories into unforgettable realities—always aligning with our clients’ goals through imaginative, purposeful storytelling.

Our core values guide everything we do:

Imaginative – We dream boldly and create with vision.
Healthy – We nurture well-being in our people, partnerships, and practices.
Tenacious – We persist with grit and determination to achieve excellence.
Collaborative – We succeed together through trust and teamwork.
Caring – We lead with empathy and respect for all.
Explore Memoir today: https://memoiragency.com/ 

Key Responsibilities and Essential Duties: 

Event Planning & Execution

Serve as executive decision-maker for all major event-related initiatives for assigned events.
Lead the planning and execution of all aspects of the assigned event, from initial development through event close.
Collaborate closely with Creative to translate vision into executable plans within approved scope and budget.
Oversee development of detailed production timelines, run-of-show documents, SOPs, risk management plans, and contingency strategies.
Ensure flawless execution across build, install, show operation, and dismantle phases.
Maintain high production standards across staging, lighting, sound, F&B, technology, talent, and guest services.

Financial Ownership & Budget Accountability 

Develop and oversee comprehensive event P&Ls, including revenue forecasting, cost modeling, and margin analysis.
Track scope changes, costs, vendor expenses, labor, and operational needs throughout the project.
Work closely with cross-functional teams to evaluate shifting project needs and adjust budgets accordingly, reallocating resources when necessary to support evolving creative or operational priorities.
Proactively identify potential overages or savings opportunities and partner with department leads to implement solutions.
Negotiate vendor contracts to optimize financial outcomes.
Conduct post-event financial analysis and implement strategies to increase profitability year over year.

Schedule & Timeline Management

Develop and manage event timelines, project plans, and milestone schedules.
Ensure timely completion of tasks across departments and vendors.
Maintain schedule controls leading up to opening and through ongoing event operations.
Support install, build schedules, rehearsals, and event-day execution, and dismantle planning.

Vendor & Supplier Coordination

Source, solicit, contract, and manage event vendors and service providers.
Oversee vendor performance to ensure alignment with event timelines, budgets, and quality expectations.
Coordinate rentals, technical services, fabrication, staffing, and other production needs alongside internal Memoir departments.

Internal Team Collaboration

Coordinate with internal departments, including Creative, Build, Warehouse, F&B, Technology, Marketing, and Operations.
Ensure strong collaboration across teams so that responsibilities, schedules, and deliverables remain aligned.
Facilitate productive stakeholder meetings, ensuring clarity of scope, deadlines, and deliverables.
Supervise and mentor Producers, Associate Producers, Event Managers, and event support staff.

Vendor & Partner Management

Serve as a primary point of contact throughout planning, execution, and post-event wrap-up.
Represent Memoir and owned events in high-level external meetings and partnerships.
Source, evaluate, negotiate, and contract key vendors and strategic partners.
Manage long-term relationships with venues, suppliers, production teams, and collaborators.
Maintain continuous and proactive communication with venue partners, stakeholders, and internal teams.
Provide regular updates on event progress, timeline status, and key planning milestones.
Ensure all vendors meet performance, compliance, safety, and budget standards.

Event Operations & Guest Experience

Support on-site event execution, ensuring smooth operations and high-quality guest experience.
Coordinate operational planning, including staffing, vendor support, and show flow.
Assist with troubleshooting and real-time problem-solving during live events.
Support sponsorship activation strategies and brand integrations.
Maintain compliance with legal, safety, and permitting requirements.

Post-Event Evaluation & Documentation

Lead comprehensive postmortem reviews including financial performance, operational efficiency, marketing effectiveness, and guest feedback.
Provide recommendations and insights for future improvements.
Maintain comprehensive project documentation consistent with Memoir’s operational standards.

Required Qualifications & Experience:

5+ years of experience producing large-scale immersive events, festivals, nightlife concepts, or entertainment driven environments.
Demonstrated success managing event budgets and P&Ls.
Demonstrated experience managing cross-functional teams and coordinating across departments to deliver cohesive, on-time results.
Strong leadership skills with the ability to guide, mentor, and support producers, coordinators, and event staff.
Strong vendor negotiation and contract management skills.
Exceptional communication, presentation, and executive-level stakeholder management skills.
Strategic thinker with strong operational execution capabilities.
Ability to thrive in fast-paced, high-pressure production environments.
Passion for creating memorable guest experiences through thoughtful execution.

Key Performance Indicators (KPIs):

As part of Memoir’s commitment to fostering employee success, Key Performance Indicators (KPIs) will be established for this role at least annually. These KPIs serve as measurable benchmarks to gauge performance and progress towards organizational objectives. However, we recognize the dynamic nature of your work and the need for agility in goal setting. Therefore, KPIs may be subject to revision and updates throughout the year, particularly in the context of regular employee reviews. This ensures that objectives remain relevant, challenging, and reflective of evolving priorities, empowering employees to continuously strive for excellence and drive impactful results within their roles.

Work Environment & Schedule:

Full-time role with schedule flexibility based on business needs.
Travel of up to approximately 50% may be required depending on on site event requirements.
Evening, weekend, and extended on-site commitments are expected during installation, rehearsals, event operations and dismantle.
Work will occur at your home office or venue, and outdoor site environments, including active construction or production settings.

Compensation & Benefits:

Memoir’s Salary and bonus eligibility commensurate with role scope, experience, and performance.
Participation in Memoir’s bonus or incentive programs, if applicable, as determined by leadership.
Eligibility for Memoir’s benefit programs, as published and amended from time to time.
Professional Development:

Memoir encourages Managers to pursue ongoing professional growth. This includes identifying development opportunities within the Owned Events department and across cross-functional production disciplines aligned with both individual goals and company needs, subject to review and approval by department leadership.

 Additional Notes

Responsibilities may evolve as the organization grows and business needs change.
Employment with Memoir is at-will, subject to applicable law and company policies.

Requirements

5+ years of experience producing large-scale immersive events, festivals, nightlife concepts, or entertainment-driven environments.
Demonstrated success managing event budgets and P&Ls.
Demonstrated experience managing cross-functional teams and coordinating across departments to deliver cohesive, on-time results.
Strong leadership skills with the ability to guide, mentor, and support producers, coordinators, and event staff.
Strong vendor negotiation and contract management skills.
Exceptional communication, presentation, and executive-level stakeholder management skills.
Strategic thinker with strong operational execution capabilities.
Ability to thrive in fast-paced, high-pressure production environments.
Passion for creating memorable guest experiences through thoughtful execution.