Job description

The Hollywood Reporter is seeking a highly organized, proactive Production Associate to support our Video and Social teams. This role will work closely with the Head of Studio & Creative Content, producers, creative producers, editors, and social media team to coordinate productions from initial planning through final delivery and archival. The ideal candidate is exceptionally organized, comfortable managing multiple productions and deadlines at once, and understands the fast-moving nature of editorial, entertainment, video, and social media production. This person will serve as a central point of coordination across shoots, crews, schedules, locations, production paperwork, footage, and post-production workflows. Key Responsibilities Production Coordination Coordinate video, social, editorial, branded content, studio, and location shoots. Maintain production calendars and coordinate schedules across producers, talent, crews, editors, photographers, and social teams. Assist producers with pre-production planning and day-to-day production logistics. Book freelance crews, including camera operators, DPs, audio mixers, gaffers, editors, production assistants, and other production personnel. Confirm crew availability, rates, call times, equipment needs, and production details. Prepare and distribute call sheets, schedules, production notes, contact sheets, and other shoot documentation. Coordinate studio bookings, location shoots, permits, parking, load-in/load-out, dressing rooms, and other production logistics. Assist with equipment rentals, production supplies, transportation, shipping, couriers, and other shoot needs. Coordinate production travel, including flights, hotels, ground transportation, and itineraries when necessary. Help ensure shoots remain on schedule and that all departments have the information and resources they need. Crew, Contracts & Payments Maintain an organized database of freelance crew, vendors, rates, contact information, and availability. Coordinate freelancer agreements, contracts, releases, W-9s, certificates of insurance, and other required production paperwork. Work with producers and internal teams to ensure contracts are completed before productions. Collect, track, and process crew and vendor invoices. Assist with purchase orders, payment requests, expense tracking, and production reconciliation. Track outstanding invoices and payments and follow up with internal accounting and finance teams as needed. Maintain accurate records of production costs and help producers track projects against approved budgets. Footage & Asset Management Upload, download, transfer, organize, and distribute video and social footage. Create and maintain consistent folder structures and naming conventions across productions. Ensure footage, audio, photography, graphics, project files, and final deliverables are properly labeled and stored. Coordinate footage transfers between production crews, producers, editors, and social teams. Maintain organized archives of raw footage, project files, masters, social cuts, and other production assets. Help manage company storage systems and ensure important footage and finished projects are properly backed up and archived. Locate and retrieve archived footage and assets for producers and editors as needed. Post-Production & Deliverables Work closely with producers and editors to track projects from shoot through edit, review, approval, and final delivery. Maintain post-production schedules and help prioritize projects based on editorial and publishing deadlines. Track rough cuts, fine cuts, final masters, social versions, vertical edits, and other deliverables. Coordinate the delivery of footage, graphics, music, logos, photography, and other assets to editors. Help ensure final videos are delivered in the correct formats and specifications for YouTube, social platforms, websites, partners, and other distribution channels. Upload and organize final videos and assets for publishing teams when needed. Maintain clear records of completed and outstanding deliverables. Social & Editorial Production Support Work closely with the Social Media Manager and social producers to coordinate social-first shoots and content capture. Help organize vertical video, BTS content, talent social moments, red carpet coverage, events, and other social deliverables. Coordinate with video and social teams to maximize content captured during shoots across multiple platforms. Help ensure social teams receive footage and assets quickly for time-sensitive publishing. Assist with coordinating coverage for premieres, festivals, awards shows, red carpets, panels, roundtables, and other entertainment industry events. Rights, Releases & Production Documentation Track talent releases, appearance releases, location releases, crew agreements, and other required production documentation. Maintain organized records of footage sources, licensing information, and courtesy credits. Help producers confirm that third-party footage, photography, music, and other assets have the necessary information and documentation before publication. Maintain organized digital production files for each project. Team & Department Support Work closely with the Head of Studio & Creative Content , producers, creative producers, editors, and Social Media Manager on daily production priorities. Serve as a central point of communication between production, post-production, social, editorial, finance, freelancers, vendors, and outside partners. Help maintain a master production calendar covering shoots, edits, publishing dates, and major department deadlines. Anticipate production needs, identify potential scheduling or logistical conflicts, and flag issues before they become problems. Help develop and maintain efficient production workflows and organizational systems for a high-volume video and social department. Support multiple projects simultaneously while responding quickly to breaking news, talent availability, and changing editorial priorities. Qualifications At least 2+ years of experience in production coordination, video production, digital media, social media production, television, entertainment, or a related field. Strong understanding of video production and post-production workflows. Exceptional organizational and project-management skills. Ability to manage multiple productions, deadlines, and priorities simultaneously. Experience booking and coordinating freelance production crews. Familiarity with production contracts, invoices, purchase orders, releases, and vendor paperwork. Experience managing large amounts of video footage and digital assets. Comfortable working with cloud-based storage, review, and asset-management platforms. Strong written and verbal communication skills. Extremely detail-oriented and comfortable maintaining schedules, trackers, budgets, and production documentation. Ability to work calmly and efficiently in a fast-paced entertainment news environment where priorities can change quickly. Collaborative, resourceful, proactive, and willing to jump in wherever needed. The Ideal Candidate The ideal Production Coordinator is someone who is always thinking several steps ahead. They know where a production stands, what is due next, who is booked, what paperwork is outstanding, where the footage lives, which editor has the project, when the final cut is due, and whether everyone has been properly invoiced and paid. This role is ideal for someone who loves both the creative energy of video and social production and the organization required to keep a busy production department running smoothly. As The Hollywood Reporter values in-person collaboration and team cohesion, employees work onsite four days a week and remotely one day a week, with a focus on maintaining a vibrant and inclusive culture. This position is based in Los Angeles. A good faith estimate of the salary range is $70K - $75k upon hire. Factors that could be used to determine your actual salary may include your specific skills, years of experience and comparison to current employees already in this role. The total compensation package for this position will also include other elements, a full range of medical, financial, and/or other benefits including 401(k) eligibility and paid time off benefits. PMC is committed to the health and wellness of our employees. As part of our company-wide rollout of PMC’s paid healthcare plan, for this role the company pays 100% of the monthly health, dental and vision plan premiums for the employee and their family. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If you have more or less experience than specified on this job posting, please apply and list your salary expectations. If hired, employee will be in an “at-will position” and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors). It’s all About You… PMC's comprehensive benefits package is thoughtfully designed to support every aspect of your life, empowering you to thrive both personally and professionally. We offer PMC-Paid Healthcare with no employee paycheck contributions on medical, dental, and vision for you and your family. PMC also offers Flexible Spending Accounts (Healthcare, Dependent Care & Commuter), an Employee Assistance Program, Life Insurance, Short & Long Term Disability, Paid Parental Leave, and a 401(k) Retirement Plan with an Employer match. Employees are also eligible to take advantage of company discounts and perks including Pet Insurance, Home & Auto Insurance, Mortgage discounts, and a variety of other savings on wellness, lifestyle, and financial essentials. As part of PMC's dedication to consistently meet employee’s needs, we are currently launching a new Flexible Vacation Policy. About The Hollywood Reporter: The Hollywood Reporter provides unparalleled access to and intelligence about the business of the entertainment industry, as well as the people and the culture behind it. THR is an urgent and timely blend of rigorous breaking news, analysis, investigative reporting, insightful features, as well as lively design and elegant, creative photography across multiple platforms — a high-octane 24/7 website, a luxurious weekly print magazine, video series, podcasts, exclusive events and robust social media accounts. THR sets the entertainment agenda, elevating and broadening the style and substance of the Hollywood conversation About Penske Media Corporation (PMC) Penske Media Corporation (PMC) is a leading global media and information services company whose award-winning content attracts a passionate monthly audience of more than 500 million people. Since 2004, PMC has been a pioneer in digital media and owns over 300 live events, while reaching audiences across all screens. Penske Media is recognized, as one of the Top 100 Private Companies in the United States and North America. Our Companies & Brands Iconic Media Brands (PMX): Variety, Rolling Stone, The Verge, Billboard, The Hollywood Reporter, WWD, SHE Media, Robb Report, Deadline, Eater, Sportico, ARTnews, Fairchild Media, VIBE, IndieWire, SB Nation, ARTFORUM, POPSUGAR, Gold Derby, BEAUTY INC, Art in America, Punch, The Dodo , and more. Live Events & Experiences: The Golden Globes, SXSW, Academy of Country Music Awards (ACMs), Billboard Music Awards (BBMAs), Dick Clark's New Year’s Rockin’ Eve, SXSW London, American Music Awards (AMAs), and Latin Music Week. Data & Analytics: Luminate , the premier music and entertainment data and analytics company. Global Footprint PMC and its subsidiaries are co-headquartered in New York and Los Angeles , with additional offices spanning 14 countries worldwide. Want to learn more? Visit www.PMC.com to explore our complete portfolio.

Requirements

Must-haves

Production Coordination
Coordinate video, social, editorial, branded content, studio, and location shoots.
Maintain production calendars and coordinate schedules across producers, talent, crews, editors, photographers, and social teams.
Assist producers with pre-production planning and day-to-day production logistics.
Book freelance crews, including camera operators, DPs, audio mixers, gaffers, editors, production assistants, and other production personnel.
Confirm crew availability, rates, call times, equipment needs, and production details.
Prepare and distribute call sheets, schedules, production notes, contact sheets, and other shoot documentation.
Coordinate studio bookings, location shoots, permits, parking, load-in/load-out, dressing rooms, and other production logistics.
Assist with equipment rentals, production supplies, transportation, shipping, couriers, and other shoot needs.
Coordinate production travel, including flights, hotels, ground transportation, and itineraries when necessary.
Help ensure shoots remain on schedule and that all departments have the information and resources they need.
Crew, Contracts & Payments
Maintain an organized database of freelance crew, vendors, rates, contact information, and availability.
Coordinate freelancer agreements, contracts, releases, W-9s, certificates of insurance, and other required production paperwork.
Work with producers and internal teams to ensure contracts are completed before productions.
Collect, track, and process crew and vendor invoices.
Assist with purchase orders, payment requests, expense tracking, and production reconciliation.
Track outstanding invoices and payments and follow up with internal accounting and finance teams as needed.
Maintain accurate records of production costs and help producers track projects against approved budgets.
Footage & Asset Management
Upload, download, transfer, organize, and distribute video and social footage.
Create and maintain consistent folder structures and naming conventions across productions.
Ensure footage, audio, photography, graphics, project files, and final deliverables are properly labeled and stored.
Coordinate footage transfers between production crews, producers, editors, and social teams.

Nice-to-haves

None flagged.

Application prep

Use the role’s language and application details while tailoring your materials.

Platform: greenhouse
Effort: quick

Benefits

Benefits detected in the listing.

Dental

Vision

401(K)

Paid Time Off

Parental Leave

Wellness