Visual Media Production Coordinator

Job Title: Visual Media Production Coordinator

Area: Marketing & Communications

Reports to: Visual Media Manager & Creative Director

Classification: Exempt

Location: Evanston, IL

This position is designated as Hybrid - Fully Flexible and expected to work from our world headquarters office once per month to several times a week. The specific days in the office are determined by managers based on business requirements. Rotary is under the jurisdiction of Illinois employment laws; we require all employees to live within reasonable daily commuting distance to Evanston.

Organization Overview

Rotary is a membership organization that unites people from all continents and cultures who take action to deliver real, long-term solutions to pressing issues facing our communities and the world. Each year, Rotary members expand their networks, build lasting relationships, and invest more than $300 million and 16 million volunteer hours to improve lives and create positive change in the world.

In exchange for hard work and dedication in support of Rotary’s clubs, members and other participants, and their humanitarian service projects, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. To learn more, visit http://(Use the "Apply for this Job" box below). .

Rotary’s Commitment to Belonging

At Rotary, we foster a welcoming environment where all employees are valued and empowered. We are dedicated to creating meaningful opportunities and supporting the growth and well-being of our team. Join us in building a world where everyone can unite, take action, and create lasting change.

The Visual Media Production Coordinator facilitates workflow for the visual media team. This position supports internal clients and department executives to ensure accurate project tracking, clear communication, documentation, and efficient work processes. Responsibilities include managing internal production systems, creating schedules and tracking project progress, routing work for review and approval, processing and organizing raw footage, archiving files and assets and facilitating meetings between external partners and key stakeholders.

The Production coordinator supports production of visual media and marketing content including short documentary and promotion videos, broadcasts, PSAs, and more. Support from this role helps to ensure creative quality and production value by coordinating resources required to bring those ideas to life.

• Executing administrative responsibilities for the Rotary Visual Media team including the Manager & Creative Director, Visual Effects Director and Art Director.
• Organizing production travel logistics, coordinating conference calls/video conferences, meetings, and maintaining multiple production calendars and schedules.
• Preparing and maintaining new vendor paperwork, including contracts, required vendor forms and invoicing.
• Coordinating language versioning with producing and editing teams.
• Preparing written and visual presentations in a timely, accurate and creative manner.
• Consolidating review and presentation materials preparation for stakeholder screenings and reviews.
• Coordinating with staff editors, archivist, to ensure that all in-take processes are maintained, and that all materials/media are delivered in the technically optimal format. Understand and advise distribution formats for various outlets and ensure materials are prepared to such specifications.
• Coordinating all production meetings, both internally and with outside production companies. Organize and distribute agendas and reports for these meetings.
• Working with external production and partner offices to ensure production activities run smoothly.
• Liaising with Rotary staff and external production companies to make sure they have the resources and materials they need to support our efforts.
• Generating and distributing weekly production status reports, meeting notes, and schedules. Keep all documents, reports, and databases up to date with weekly changes.
• Supporting the producing team with productions, including speech rehearsals, speech capture, and interviews.

• BA/BS or…