Visual Media Production Coordinator

Rotary Club of Monroe, Louisiana•Evanston, IL

1d•$62,100 - $69,000•Hybrid

About The Position

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 include managing internal production systems, creating schedules and tracking project progress, routing work for review and approval, processing and organizing raw footage, archiving files and assets and facilitating meetings between external partners and key stakeholders. The Production coordinator supports production of visual media and marketing content including short documentary and promotion videos, broadcasts, PSAs, and more. Support from this role helps to ensure creative quality and production value by coordinating resources required to bring those ideas to life.

Requirements

BA/BS or journalism, film, communications or vocational equivalent in related field required.
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 are needed.
Knowledge in Adobe Creative Suite, specifically Adobe Premiere.
Demonstrated skill in developing and maintaining effective business relationships is necessary.
Strong organizational skills and attention to detail are required.
The ability to multitask and work effectively under changing priorities and daily time constraints is required.

Nice To Haves

Minimum of one year in a film, broadcast, or agency production environment preferred.

Responsibilities

Executing administrative responsibilities for the Rotary Visual Media team including the Manager & Creative Director, Visual Effects Director and Art Director.
Organizing production travel logistics, coordinating conference calls/video conferences, meetings, and maintaining multiple production calendars and schedules.
Preparing and maintaining new vendor paperwork, including contracts, required vendor forms and invoicing.
Coordinating language versioning with producing and editing teams.
Preparing written and visual presentations in a timely, accurate and creative manner.
Consolidating review and presentation materials preparation for stakeholder screenings and reviews.
Coordinating with staff editors, archivist, to ensure that all in-take 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.
Coordinating all production meetings, both internally and with outside production companies. Organize and distribute agendas and reports for these meetings.
Working with external production and partner offices to ensure production activities run smoothly.
Liaising with Rotary staff and external production companies to make sure they have the resources and materials they need to support our efforts.
Generating and distributing weekly production status reports, meeting notes, and schedules. Keep all documents, reports, and databases up to date with weekly changes.
Supporting the producing team with productions, including speech rehearsals, speech capture, and interviews.