Scenic Project Assistant
The Scenic Project Assistant supports Project Managers by providing administrative and coordination assistance within scenic production and live event project management. This entry-level role involves scheduling, documentation, budget tracking, and communication to ensure smooth project operations, with opportunities for growth in technical theater and project management expertise. The position requires on-site presence near a Confidential Client branch and a proactive, team-oriented approach in a fast-paced environment.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Admin (Entertainment & Live Events Production).
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Summary
Confidential Client is seeking a Scenic Project Assistant to support Project Managers and project teams focused on scenic construction for live events, theatre, touring, and corporate productions. This entry-level Project Assistant role blends administrative coordination with hands-on scenic/technical exposure and is ideal for candidates with technical theatre, scenic fabrication, or production experience who want to grow into project management.
Location: Vails Gate, NY — this role requires residence within commuting distance of a local branch.
What You’ll Do
Project Assistants provide day-to-day administrative and coordination support so projects stay on schedule and within budget.
- Provide administrative support to Project Managers and project teams
- Schedule meetings, manage calendars, and coordinate logistics for internal and client-facing activities
- Prepare and organize project documentation (reports, schedules, purchase orders, change orders)
- Track task progress and follow up with team members to keep projects on schedule
- Support estimates and help maintain budgets, forecasts, and financial documents as directed
- Submit and track material orders (BOMs) and coordinate with Purchasing and Production
- Collect time sheets, assist with new-hire paperwork, and support labor tracking
- Maintain digital and physical project files, including photo and video records
- Respond to basic client inquiries or route them to the appropriate team member
- Coordinate travel and on-site logistics for crew and project staff
- Participate in project closeouts and lessons-learned activities
- Identify administrative workflow gaps and suggest process improvements
- Take initiative and complete assigned tasks with minimal oversight
Qualifications
- High school diploma or equivalent required; bachelor’s degree in Technical Theater, Live Events, or related field preferred
- Entry-level experience in technical theatre, scenic carpentry, scenic fabrication, or live-event production
- Basic knowledge of scenic/theatrical/display construction techniques
- Hands-on experience with scenic carpentry or production shop work
- Familiarity with AutoCAD preferred; knowledge of Inventor or Vectorworks a plus
- Understanding of fabrication or manufacturing workflows
- Strong organizational, time-management, and multitasking skills
- Clear written and verbal communication; strong interpersonal skills
- Positive, team-oriented attitude and eagerness to learn within a fast-paced production environment
Compensation & Benefits
For applicants in NY (this location), the estimated pay range is $25.00–$30.00 per hour. Actual pay will depend on experience, skills, and market alignment. Confidential Client also offers benefits which may include health, dental, and vision insurance, paid time off, and a retirement savings plan with employer matching where applicable.
Additional Information & Compliance
- Employment type: Contract / Full-time (as listed for this posting)
- This role requires candidates to be within commuting distance of a local branch.
- Pre-employment drug testing will be required. Confidential Client participates in E-Verify where applicable and will verify employment authorization as required by law.
- Confidential Client is an Equal Opportunity Employer and prohibits discrimination or harassment of any kind.
- Do not share personal financial information or send money as part of any hiring process — be alert for scams.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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