Freelance Production Coordinator VA

Part-Time Contractor | Remote Sweet Fish is a strategy-led B2B video partner for companies that want video to drive real business results. We are looking for a highly organized Freelance Production Coordinator VA to support our production team behind the scenes. This person will help keep client projects moving by managing tasks, tracking deadlines, organizing deliverables, coordinating logistics, and making sure the small but important details do not fall through the cracks. This is an operational support role for someone who loves a clean project board, communicates clearly, and takes genuine satisfaction in bringing order to a fast-moving creative environment. What You’ll Do: You will work closely with our Producers and production team to keep workflows organized and projects on track across multiple client accounts. Your responsibilities will include: Production Workflow Support: - Create, duplicate, and maintain production workflows in Asana - Assign tasks, update due dates, and keep project statuses current - Track episodes and deliverables through each stage of production - Monitor deadlines and follow up with internal team members when tasks are approaching or past due - Help ensure projects move forward without unnecessary delays - Organize recurring production cadences and keep upcoming priorities visible Deliverable and File Management: - Organize client assets, links, files, and production materials - Confirm that required assets have been received before key deadlines - Track review rounds, approvals, and outstanding action items - Help package and organize deliverables for client review - Maintain clear internal documentation so the team always knows what has been completed, what is in progress, and what is still needed Scheduling and Logistics: - Coordinate recording schedules, table reads, and internal production meetings - Send calendar invitations, recording links, and logistical reminders - Support planning for in-person video shoots, including studio scheduling and travel-related coordination when needed - Help organize the moving pieces involved in higher-volume production days and video sprints Tactical Communication: - Send clear, professional follow-ups related to scheduling, deliverables, approvals, and outstanding items - Keep Producers informed of risks, delays, or missing information - Help ensure clients and internal team members receive timely updates - Escalate questions involving strategy, creative direction, or client relationship management to the appropriate Producer What This Role Does Not Own: This role is designed to support the operational side of production. You will not be expected to: - Develop content strategy or episode concepts - Write episode outlines or conduct editorial research - Lead client strategy meetings - Make creative or editorial decisions - Direct recordings - Own the overall client relationship - Edit video content You will help create the structure that allows our Producers to stay focused on those responsibilities. What We’re Looking For - Strong organizational and project-management skills - A high level of attention to detail - Clear, professional written communication - Comfort following up with people and keeping projects moving - Confidence managing multiple deadlines across several client accounts - Ability to spot missing information, potential delays, and unclear ownership before they become larger problems - A proactive mindset: you do not wait until something is overdue to ask questions - Comfort working independently in a remote environment - Availability during standard U.S. business hours, with a preference for overlap with Eastern Time - Experience supporting video, podcast, creative, or agency workflows is a plus, but strong operational instincts matter most. Tools You May Use: Asana Slack Google Drive and Google Workspace Zoom Riverside Frame.io Descript You do not need to be an expert in every tool on day one. We care more about your ability to learn quickly, stay organized, and follow through consistently. What Success Looks Like: - Asana accurately reflects the current status of each project - Deadlines are visible, tracked, and proactively managed - Producers spend less time chasing tasks, files, and logistical details - Editors and internal team members know what is expected and when - Clients receive timely, professional communication - Recording days and video sprints feel organized rather than chaotic - Important details are handled before they become urgent problems This Role Is a Great Fit If… - You genuinely enjoy keeping projects organized - You notice when details are missing and take initiative to resolve them - You are comfortable politely following up when something is overdue - You communicate clearly and calmly, even when timelines are tight - You prefer operational execution and project coordination over creative decision-making - You like being the person who quietly makes everything run more smoothly Role Details Freelance contractor Part-time Remote (Availability during EST time) Approximately 20–30 hours per week