Production Coordinator

The Production Coordinator supports the SVP, Head of Creative & Strategy, and plays a key role in the smooth operation of UTG’s creative, strategic, and developmental initiatives. This individual provides high-level administrative, production, and creative support to ensure the SVP remains organized, informed, and prepared across all projects and interactions. The role requires outstanding communication skills, impeccable discretion, exceptional attention to detail, and the ability to navigate a fast-paced environment with shifting priorities.

Key Responsibilities:

Executive Support

• Provide comprehensive administrative support to the SVP, ensuring seamless day-to-day operations.
• Manage a complex calendar, scheduling internal and external meetings—often across multiple time zones—with a focus on timeliness and follow-up.
• Book and coordinate all travel arrangements for the SVP.
• Answer and screen phone calls, maintain call logs, and ensure timely communication and follow-up.
• Keep the SVP on track regarding meetings, deadlines, returned calls, and action items.

Administrative & Creative Workflow

• Prepare the SVP for all meetings and interactions with artists, producers, agents, attorneys, and VIP stakeholders by creating agendas, assembling relevant background materials, and providing context on prior dealings.
• Liaise with high-profile artists, representatives, and internal partners with professionalism and discretion.
• Attend readings, workshops, and presentations with or on behalf of the SVP; participate in post-event discussions regarding creative and commercial alignment.

Document & Project Management

• Work with Manager and CE to track, organize, and archive all documents related to UTG projects, including:
  • Option agreements
  • Commission agreements (writers, directors, actors)
  • Underlying rights agreements and addenda
  • Treatments and creative materials
  • Negotiation drafts and version tracking
• Maintain robust project timelines and status trackers, including:
  • Option period expirations and extension terms
  • Milestone deadlines tied to contractual obligations
  • Budget reporting, financial targets, and attendance metrics

Financial & Operational Coordination

• Track and reconcile SVP expenses

Relationship Building

• Build and nurture relationships with internal Universal teams and partners through meetings, follow-ups, and consistent, thoughtful communication.
• Represent UTG and the SVP with professionalism, warmth, and cultural sensitivity across all interactions.