Shows & Productions Assistant

Shows & Productions Assistant

Young Musicians Unite – Miami, FL | Full-Time | Department Shows| Reports to: Shows & Production Manager

About the Organization

Young Musicians Unite (YMU) provides free, high-quality music education to thousands of students across Miami-Dade's Title I schools. Our mission is to empower youth through music, creativity, and community. As our Chief Marketing Officer, you will lead the charge in building and amplifying a brand that reflects the urgency, impact, and innovation of our work.

Position Overview

Young Musicians Unite is seeking an organized, energetic, and proactive Production Assistant to join our Shows & Productions team. In this full-time role, you'll support the behind-the-scenes work that powers over 200 student-driven performances each year. From scheduling and advancing shows to supporting communication with students, parents, partners, and crew, you’ll be the administrative glue that keeps every event on track.

This is a perfect role for an early-career professional who is interested in live event production, music, education, or nonprofit operations. You’ll learn from a seasoned team, gain hands-on experience, and contribute to performances that make a real impact.

Key Responsibilities

Coordinate Event Logistics

Manage logistical preparation for performances, showcases, festivals, and special events.
Coordinate schedules, venue details, parking information, hospitality, load-in logistics, and production timelines to ensure events are fully prepared in advance.

Manage Production Documentation

Create, organize, and distribute production documents, including run-of-show schedules, call sheets, event itineraries, crew packets, and production checklists.
Maintain accurate and organized production records across Google Drive, Asana, and internal systems.

Maintain Production Calendars & Task Tracking

Manage department calendars, production timelines, and internal project trackers.
Ensure deadlines, milestones, and event deliverables remain updated and visible to the Shows & Productions team.

Communicate with Stakeholders

Coordinate communication with instructors, students, parents, venues, vendors, volunteers, and production crews.
Send confirmations, reminders, schedules, arrival instructions, and event updates in a timely and professional manner.

Execute On-Site Event Operations

Provide on-site support during performances, including student check-in, backstage support, signage placement, hospitality setup, green room organization, and event breakdown.
Maintain professionalism and composure while assisting the Shows & Productions team with day-of logistical needs and adjustments.

Coordinate Vendors & Production Needs

Confirm vendor schedules, staffing needs, rentals, transportation, and production requirements prior to events.
Track outstanding production needs and proactively communicate gaps or concerns to the Shows & Productions Manager.

Maintain Organization & Inventory

Track event materials, production supplies, equipment needs, and inventory usage.
Ensure production materials, storage areas, and digital files remain organized and up to date.

Manage Administrative Follow-Up

Collect receipts, invoices, vendor documentation, and post-event notes following performances.
Maintain accurate event records and assist with post-show reporting and reconciliation processes.

What You Bring

Required Experience & Skills

Strong organization and attention to detail
Excellent communication and interpersonal skills
Ability to manage multiple tasks and deadlines simultaneously
Comfort working in fast-paced event environments
Positive attitude and willingness to take initiative wherever needed
Deep belief in youth development, mission-driven work, and the power of music
Availability for evening/weekend shows
Based in Miami

Preferred Qualifications

Bilingual (Spanish/English)
Familiarity with AV equipment and production systems
Experience in education, youth development, nonprofit, hospitality, or event environments
Experience using Google Workspace and project management systems such as Asana

Compensation and Benefits

Salary commensurate with experience
Health insurance offered and partially covered by YMU
Generous paid time off and holidays
Mission-aligned work environment
Opportunities for professional development

Job Type: Full-time

Pay: $40,000.00 - $48,000.00 per year

To Apply

Please submit your resume and a brief introduction outlining your interest and qualifications to [email protected]. Applications will be reviewed on a rolling basis.

Pay: $40,000.00 - $48,000.00 per year

Work Location: In person