Assistant Producer

VIVE MEDIA - Assistant Producer
 

GENERAL RESPONSIBILITIES

• Assisting Lead Producer during pre-production & production
  • Being available on weekdays between 9am-5pm for calls and emails 
  • Professional, polite, timely communication
  • Using templates to create pre-production documents and customizing as needed
  • Being cc’d on all client communication to keep up to date with where projects are and assist in moving them forward
     
• Managing Post-Production 
  • Being the main point of contact for clients during the post-production phase of assigned projects
  • Using email templates to guide certain communications, and customizing as needed.
     
• Keeping files organized.
  • Keeping the Google Drive folders/files related to your projects organized.

PRE-PRODUCTION

• Attending kick-off meetings
  • Customizing the kick off document for the project, and sharing it with the client before the project kickoff meeting.
  • Attending kick off meetings for all projects you are assisting with (this may be virtual via video/phone calls).
  • Taking notes in kick-off meetings.
  • Adding notes into the project’s Production folder.
     
• Creating and templating storyboards to share with Lead Producer and Director
  • Formatting the storyboard template to share with the Director and Lead Producer.
  • Making any client requested edits to storyboards as needed
    
     
• Creating production schedules
  • Create initial schedule outline to share with Lead Producer for approval, before sharing with director and client
  • Making any client requested edits to schedule as needed

• Casting 
  • Sourcing talent
    • Posting casting calls online based on our client's requests.
    • Using Vive's 'talent roster' to reach out to people individually.
  • Sending the lead producer collection of options for approval
  • Booking talent
  • Being the main point of contact for talent throughout the production

• Wardrobe  (if not using stylist)
  • Gathering wardrobe requests from the client
  • Gathering wardrobe flat lay pictures from the talent
  • Getting wardrobe approved by the client.
     
• Booking contractors for production
  • PAs, ACs, Editors, Cam ops, HMU, Art Design, etc.
  • Using our roster/rate sheet and providing a budget to communicate pay expectations.
  • Sending calendar invitations to all crew members
  • Sending call sheets/schedules to the client and contractors before shoots.
  • Sending any other documents (schedules, storyboards, etc.) as needed.
    
    
     

PRODUCTION

• Being an extra set of hands to assist Lead Producer, Director, and crew as needed during filming
  • Getting image releases signed from talent
  • Lunch or coffee runs as needed
  • Bringing snacks and water to set for talent, client, and crew
     

SOCIAL CONTENT / BEHIND THE SCENES

• Capturing BTS content (along with Lead Producer) during filming to be used for social media.

POST - PRODUCTION

• Hiring crew and being the main point of contact with clients for any productions that do not require pre-production.
  • This applies to any projects we are not producing, but might film and/or edit. 

• Hiring contract editors and setting timelines
  • Reach out to editors for each project and communicate budget, project details, storyboards, sample videos, etc. 
  • Set a timeline for first cuts and final delivery, and be sure to check up on editors to make sure they are hitting deadlines.

• Gathering logos + files for editor
  • Ask clients to upload all logos or any other files they want included in the video to a drive folder in the respective project
  • Provide link with all files to editor
  • Track down any other b-roll that we need to use to supplement a certain video
     
• Finding music
  • Using Vive's music subscriptions to find a handful of music options.
    • Depending on the project/client we will either choose a song ourselves and use it in the edit or provide the client with options for them to select from.

• Casting voiceover actors (when needed)
  • Sourcing VO talent using online platforms like Voice123 or local casting calls, based on client’s demographic requests; sharing with Lead Producer for approval
    • Using Vive's 'talent roster' to reach out to people individually.
  • Sending the client top auditions/recommendations for VO for final selection
  • Booking + paying talent
     
• Paying contractors and talent.
  • Using Vive's system inside of Quickbooks to pay contractors and talent.
    • Onboarding contractors if we do not have their W-9 info already.
    • Updating the whiteboard accordingly
      
       

OTHER RESPONSIBILITIES

• Attending Monday Meetings
  • 1.5 hour video chat every Monday morning at 9am.
  • Review all current projects and sales leads.
  • Discuss any other topics brought forward by team members.
• Weekly co-working day in Vive office.
• Working to improve our processes
  • Making suggestions and improvements to any and all processes involved with the role.

INCENTIVE STRUCTURE

• Looking to start in late January 2026
• Salary = $45,000
  • Rising to $50,000 after six months.
• Unlimited vacation days. 
• Flexible work hours and option to work from home or in the office.
• Yearly team retreat (previous retreats have been to Moab, Olympic National Park, and Costa Rica for example)