Responsibilities

• Spheres of Influence / Responsibility

  • Track the progress of animation shots, assets, and deliverables across multiple projects and departments.

  • Assist producers in maintaining schedules, review timelines, and production calendars.

  • Prepare, organize, and maintain production documentation including meeting agendas, notes, task lists, and delivery records.

  • Manage the intake, organization, labeling, and delivery of files and materials between internal teams and external contractors.

  • Support the upkeep of project tracking systems, ensuring information is accurate and up to date.

  • Help identify bottlenecks, missing assets, or communication gaps within the production pipeline.

• Production Coordination

  • Monitor and update asset databases and task management systems to reflect current project status.

  • Assist with scheduling reviews, team meetings, recording sessions, and production check-ins.

  • Take detailed meeting notes and distribute action items to relevant team members.

  • Help prepare production documents, spreadsheets, references, and presentations ahead of meetings and reviews.

  • Coordinate file transfers and maintain organized folder structures across local and cloud storage systems.

• Workflow & Asset Management

  • Ensure files, renders, and assets are properly labeled, archived, and accessible to the team.

  • Assist with tracking vendor and freelancer deliveries to ensure deadlines are met.

  • Help maintain consistency in naming conventions, folder organization, and production workflows.

  • Troubleshoot organizational issues related to file management and communication.

• Team Collaboration

  • Work closely with producers, directors, and artists to support day-to-day production needs.

  • Communicate updates clearly and professionally across departments.

  • Provide administrative and organizational support to keep productions running smoothly.

  • Participate in production reviews and team meetings as needed.

• Communication

  • Maintain clear and professional communication with team members and contractors.

  • Respond promptly to requests, follow up on outstanding tasks, and help ensure deadlines stay on track.

  • Escalate production concerns or scheduling conflicts to producers when necessary.

  • Help foster a collaborative and organized production environment.

• A Week in the Life

  • On Monday mornings, participate in Round Table meetings to help track production progress and document key updates across projects.

  • Daily, update ClickUp boards, organize incoming assets, and assist producers with scheduling and documentation.

  • Coordinate with artists, editors, and contractors to ensure materials are delivered properly and production information remains current.

  • Support production leadership by helping maintain organization across multiple active projects and deadlines.

• Measures of Success

  • Projects remain organized, accurately tracked, and on schedule throughout production.

  • Production files and documentation are consistently maintained and easily accessible.

  • Communication between departments and contractors is timely, clear, and reliable.

  • Production meetings, reviews, and deliveries run efficiently with minimal oversight.

  • Team members and leadership can confidently rely on production data and tracking systems.

Qualifications

• Currently pursuing or recently completed a degree in Animation, Film Production, Communications, Project Management, or a related field; or equivalent experience.

• Strong organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.

• Excellent verbal and written communication skills.

• Proficiency with ClickUp, Google Sheets, and Google Workspace tools.

• Strong attention to detail and ability to maintain organized records and documentation.

• Ability to work collaboratively with creative and technical teams.

• Interest in animation production pipelines and creative workflows.

• Positive attitude, willingness to learn, and strong problem-solving skills.

• Must work at our studio in Gettysburg, Pennsylvania and be legal to work in the US