Production Assistant

Our client is a forward-thinking, design-led studio that creates exceptional digital experiences and brands. They partner with ambitious companies to solve complex challenges through strategy, design, and technology, operating in a fast-paced, client-driven environment where clarity, collaboration, and operational excellence are essential.

Location

Fully-Remote | 9 AM - 5 PM EST

Role Overview

The Production Assistant will ensure projects run smoothly by overseeing coordination, documentation, access, and follow-through across active engagements. This role serves as the operational backbone of projects, protecting the focus time of Producers and Project Managers by turning complexity into clarity. You will work closely with internal teams, clients, and external collaborators to keep projects on track, communication seamless, and information consistently organized.

Key Responsibilities

Project Coordination & Communications

• Schedule and manage internal reviews, working sessions, and client meetings, including calendar coordination.

• Handle meeting logistics by preparing agendas, taking notes, recording sessions, and distributing post-meeting recaps.

• Distribute weekly Monday morning client updates via Slack across relevant channels.

• Create and manage project-specific Slack channels at kickoff.

• Ensure consistent, documented communication across Slack, email, and Notion.

Client Onboarding & Enablement

• Drive completion of the Brand Workbook, including reminders and follow-ups.

• Send and track completion of the Technical Questionnaire at project kickoff.

• Coordinate client access to tools such as Slack, Notion, and Figma, and troubleshoot access issues as needed.

Documentation & Knowledge Hygiene

• Record client meetings and ensure files are properly stored and organized.

• Upload recordings, notes, and key project artifacts into Notion, maintaining a clean and up-to-date project hub.

• Collate client requests from Slack, email, and calls into clear, actionable task lists for the team.

Vendor & Freelancer Support

• Assist with onboarding freelancers or vendors, including NDAs and agreements.

• Check freelancer availability at the request of Directors or Project Managers.

• Track timesheets, follow up on missing submissions, and flag inconsistencies.

• Support smooth handoffs between internal teams and external collaborators.

Operational Improvement

• Proactively identify opportunities for automation, templates, and efficiency improvements.

• Improve how project information flows across tools and teams.

• Act as an early warning system for breakdowns in communication or documentation.

Qualifications

Experience

• 1–3+ years of experience in coordination, operations, or project support roles.

• Experience working in a design, web, creative, or digital agency, or a similarly fast-paced consultancy or studio.

• Direct exposure to client-facing work, including scheduling, recaps, follow-ups, and onboarding.

• Experience supporting multiple concurrent projects is strongly preferred.

Skills

• Proficiency with Slack, Notion (or similar tools), Google Workspace, calendars, and file-sharing systems.

• Strong organizational skills with proven ability to manage documentation, meeting logistics, and task tracking.

• Clear, concise written communication skills.

• Comfortable owning details independently and maintaining strong follow-through.

• Calm under pressure with the ability to prioritize effectively.

• Proactive mindset with sound judgment around escalation versus independent resolution.

• Familiarity with creative or digital workflows, onboarding processes, and working with freelancers or vendors is strongly preferred.

What Success Looks Like

• Projects operate with minimal friction across communication and documentation.

• Producers and Project Managers can focus on high-level work with confidence in operational execution.

• Clients and collaborators feel informed, supported, and aligned throughout the project lifecycle.

• Project information is easy to find, trusted, and consistently up to date across tools.

• Processes improve continuously, increasing efficiency and clarity over time.

Opportunity

This role offers the opportunity to play a critical behind-the-scenes role in a design-led studio, bringing structure to fast-moving, client-driven projects. You’ll work closely with Producers, Project Managers, and creative teams, gaining exposure to high-quality digital work while developing strong operational and coordination skills in an environment that values ownership, trust, and excellence.

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form

• Record a video showcasing your skill sets