Visual Media Production Coordinator

Position Overview

The Visual Media Production Coordinator facilitates workflow for the visual media team. This position supports internal clients and department executives to ensure accurate project tracking, clear communication, documentation, and efficient work processes.

Responsibilities

• Manage internal production systems, create schedules and track project progress, route work for review and approval, process and organize raw footage, archive files and assets, and facilitate meetings between external partners and key stakeholders.
• Support production of visual media and marketing content including short documentary and promotion videos, broadcasts, PSAs, and more.
• Organize production travel logistics, coordinate conference calls/video conferences, meetings, and maintain multiple production calendars and schedules.
• Prepare and maintain new vendor paperwork, including contracts, required vendor forms and invoicing.
• Coordinate language versioning with producing and editing teams.
• Prepare written and visual presentations in a timely, accurate, and creative manner.
• Consolidate review and presentation materials preparation for stakeholder screenings and reviews.
• Coordinate with staff editors, archivist to ensure that all intake processes are maintained, and that all materials/media are delivered in the technically optimal format.
• Understand and advise distribution formats for various outlets and ensure materials are prepared to such specifications.
• Coordinate all production meetings, both internally and with outside production companies. Organize and distribute agendas and reports for these meetings.
• Work with external production and partner offices to ensure production activities run smoothly.
• Liaise with Rotary staff and external production companies to make sure they have the resources and materials they need to support our efforts.
• Generate and distribute weekly production status reports, meeting notes, and schedules.
• Keep all documents, reports, and databases up to date with weekly changes.
• Support the producing team with productions, including speech rehearsals, speech capture, and interviews.

Qualifications

• Bachelor's degree or equivalent in a related field (journalism, film, communications, or vocational).
• One year of experience in a film, broadcast, or agency production environment preferred.
• Familiarity with production and post-production logistics including budgets, scheduling, invoicing, and travel.
• Strong analytical skills with the ability to manage multiple projects and work nimbly within spreadsheets and databases.
• Knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, Outlook.
• Knowledge in Adobe Creative Suite, specifically Adobe Premiere.
• Demonstrated skill in developing and maintaining effective business relationships.
• Strong organizational skills and attention to detail.
• The ability to multitask and work effectively under changing priorities and daily time constraints.