Production Coordinator

This is a Full Time Job

A+E Global Media offers a work environment where employees collaborate in office 3 times per week. New hires must be commutable to one of our current office locations in New York City, Los Angeles, Chicago, and Stamford, CT. Please refer to the job description for any specific division requirements.

Job DescriptionTHE ROLE:

The Production Coordinator supports the Head of Production by managing complex scheduling, production documentation, reporting, travel logistics, payment processing, and cross-department coordination across multiple scripted television projects.

This role serves as a central operational hub for Studio Production as a bridge with Creative, Finance, Business Affairs, Legal, and external partners. The Production Coordinator ensures accurate documentation, timely communication, and smooth execution of workflows throughout development, prep, production, and post.

MORE ABOUT WHAT YOU'LL DO:

Executive & Studio Support:
• Provide daily operational and administrative support to the Head of Production and as needed, the scripted production team.
• Prepare and send a daily agenda outlining meetings, priorities, deadlines, and production updates.
• Manage high-volume calendars and coordinate executive-level meetings across multiple departments and time zones.
• Serve as a primary point of contact for internal Studio teams and external partners.

Scheduling & Meeting Coordination:
• Maintain the daily schedule for the HOP. Schedule various department meetings for Head of Production and larger group meetings for the scripted production team with production service companies, producers, vendors, agencies, and production facilities.
• Lead the coordination of series production and concept meetings in collaboration with production office teams.
• Create internal Studio calendar invites for all external series production meetings as needed.
• Support pre-commencement kick-off meetings and post-mortem sessions through agenda preparation and coordination of all key participants.
• Capture detailed notes and action items during meetings, maintaining accurate records in Airtable and Box.

Studio P-Report Management:
• Coordinate weekly reminders with Production and Production Finance teams to ensure meeting updates are collected and accurately reflected in the Excel tracker.
• Share materials in advance of meeting, screen share as needed, and note changes, comments and corrections during the weekly Studio meeting.

Payment Processing:
• Prepare and coordinate execution of commission agreements.
• Gather individual/Loanout company information and ensure alignment with internal payment processing requirements.
• Ensure agreement details match Production Finance payment records to avoid delays.
• Track and update payment statuses regularly in Airtable.

travel coordination for the Head of Production:
• Book executive travel through Disney Global Travel, including hotel, flights and ground transportation.
• Create travel itineraries and team travel grids as needed.
• Monitor travel expenses, manage itinerary changes, create travel agendas, and resolve travel related issues as they arise.

Expense Management:
• Manage expense reporting for the Head of Production including receipt collection, approval tracking, and resolution of returned submissions.
• Ensure compliance with A+E's travel and expense policy.

Asset & Document Management:
• Coordinate retrieval, delivery, and storage of production assets.
• Oversee digital document organization for scripted projects across Box and Scenechronize.
• Maintain and update project document trackers and studio comparison grids.

General Meetings & Vetting Support:
• Support the coordination of vetting meetings for production service partners and key production roles, tracking meetings and follow-ups in Airtable.
• Support cross-team communication with Production, Finance, Legal, and Creative leadership.

On-Call & Studio Operations:
• Remain flexible and responsive in a fast-paced production environment.
• Support urgent production issues and last-minute scheduling needs.
• Serve as a point of contact for external teams seeking project status updates.
• Track long-term Studio deadlines, offsites, and departmental initiatives.

BASIC REQUIREMENTS:
• 2+ years of relevant industry experience
• Are local to the L.A. area and will work from Century City office 3 to 4 days a week.
• Have a positive and upbeat demeanor with strong time management and multitasking skills
• Strong communication, written, and organizational skills are essential
• Candidate must be able to work well in a fast-paced environment, work independently and manage multiple projects under tight deadlines
• Must work well in a team environment and maintain strong internal and external relationships.
• Passion for TV and cutting-edge technology and content
• Proficiency in Microsoft Office, Airtable and Scenechronize and familiar with on set paperwork.
• Must be able to handle maintain confidentiality