Content Production Coordinator & Creative Ops Project Manager

# Content Production Coordinator & Creative Ops Project Manager — Newsletter, Social Content & Creative
**CORE TOOLS:** Notion, Trello, Google Workspace, Telegram, WhatsApp, Claude, Slack

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## WHO WE ARE

You'll be supporting day-to-day production operations across two companies run by the same creative leadership team.

1// The first is a **fintech and financial media company** producing a biweekly newsletter, short-form social video, and editorial content. We run a documented 14-day production cycle with defined phases and gates. Within 3 months, we're scaling to weekly — then launching a second newsletter — while running 30 days of social content calendar.

2// second is a **Brooklyn-based creative studio** doing creative services like branding, websites, photo/video production, equipment rentals, and content licensing. we need to prepare production docs like SOWs, production briefs, photo galleries.

Supporting this we have international contractor team in place: a Philippines-based VA managing newsletter production and social content coordination, a Philippines-based brand designer, a Hong Kong-based retoucher- our team communicates via Telegram and ---------- . We pay contractors via Wise.

**You are the layer that keeps all of them on track.** Briefs. Assignments. Deadlines.

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## THE ROLE

This is a part-time, async-first role. Hours flex between 10–15/week depending on where we are in the production cycle

This is not too much of a "do the work" role. This is a **brief, coordinate, QA, and unblock** to get to successful outcomes role.

The important thing is to know and set up the right systems so you know at any given ---------- nt: where every deliverable is in the pipeline, who owns the next action, what success looks like at that step, and whether it's on track or what is the blocker as well as whats the easiest way to resolve it - now and in the future.

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## WHAT YOU WILL DO

**Know the Clients. Projects and the Team**

You will coordinate a small international contractor team. to serve our firm and our clients. You need to understand what each person does, what a brief needs to looks like for them, what turnaround to expect, and how to QA their output


**Own / Maintain the Production Process Board**

- Maintain clean Notion tickets, pages for every active newsletter cycle — all 5 phases, all 5 gates, every owner, every deadline
- When we move to two simultaneous newsletter cycles, you ensure they don't collide, every contributor knows what they're working on and when

**Run the Cycle**

- Monday kickoff: confirm topic is locked, outline is drafted, Gates 1 and 1B are cleared
- Brief each contributor for their phase as it opens — don't wait for them to ask
- Chase drafts, design assets, and revisions on schedule
- Gate-check every deliverable: does this match the brief? Is it ready to move forward?
- Own the Wednesday QA: links tested, mobile preview confirmed, test send done, publish scheduled

**Social Content Pipeline**

- Coordinate the 30-day social content calendar — brief ? draft ? revision ? approved ? scheduled ? published
- Manage video clip coordination between the VA and retoucher: file handoff, feedback relay, export approvals
- Upload finalized assets to the content library with correct naming and organization

**Brief Writing**

- Write clear, specific briefs for each contributor at each stage — the right brief means fewer revision rounds and fewer back-and- ---------- on Telegram/WhatsApp
- Capture feedback from leadership and translate it into actionable direction for the team (e.g. "color grade reference attached — bring warmth up, reduce grey on subject")

**Notion Ownership & Optimization**

- Our Notion is a work in progress — functional but messy. Auditing, reorganizing, and optimizing it is a core part of this role
- Tweak and build templates that actually match how we work, not how Notion thinks we should work
- Troubleshoot broken databases, misconfigured views, and workflows that have drifted from their original intent
- Use Notion AI where it speeds things up; know its limits and when to work around them

**AI-Assisted Workflows**

- You are comfortable prompting Claude and ChatGPT to assist with drafting briefs, SOPs, status summaries, and first-pass copy — not as a crutch, but as a genuine accelerant
- You know how to write a prompt that gets a useful output, and how to edit AI output into something that actually sounds right
- You help the team work smarter by identifying where AI fits into the pipeline and where human judgment is non-negotiable

**Systems & SOPs**

- As we scale, document every new process so it's repeatable without you holding it in your head
- Flag workflow gaps and propose fixes before they become emergencies

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## THE 3-MONTH RAMP

**Month 1:** Learn the existing 14-day cycle inside out. Own the board. Audit and begin cleaning up Notion. Know every contributor's workflow. Zero missed gates.

**Month 2:** Support the transition to weekly cadence — two cycles running simultaneously. Prove the system holds under pressure.

**Month 3:** Help stand up a second newsletter from a production ops standpoint — new board, new cycle, new contributor briefs. You help build it.

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## WHO YOU ARE

- You have coordinated a small creative or production team before — you know what it means to brief a designer vs. brief an editor vs. brief a retoucher, and you know the difference
- You communicate with precision via Telegram and ---------- — your messages are short, clear, and always have a next action attached
- You know the difference between a good deliverable and one that just needs to ship — and you know when to flag leadership vs. when to solve it yourself
- Notion is not intimidating to you — you have reorganized a messy workspace before and you know how to build a database that people actually use
- You use Claude and/or ChatGPT regularly and know how to prompt well — not just "write me a brief" but actually getting useful, on-brand output
- You are comfortable with fintech and financial media content — you don't need to be an expert, but you can read a newsletter about markets and know whether the right link is in the right place
- Strong written English — briefs, SOPs, and status updates are core to this role
- Proactive by nature: "Gate 3 is at risk, here's why, here's my proposed fix" is a message you send before anyone asks

**Bonus:**
- Experience coordinating with a distributed international team across time zones and platforms
- Experience with Beehiiv, social video workflows, or short-form content pipelines
- Familiarity with Wise or international contractor payment coordination
- Experience with ---------- c or similar content/asset libraries

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## TO APPLY

Send a message with:

1. A specific example of a time you coordinated a small team to a deadline — who did what, how you tracked it, what broke and how you handled it
2. Your experience with Notion specifically — have you ever cleaned up or rebuilt a workspace? Tell us what it looked like before and after
3. How you use AI tools (Claude, ChatGPT) in your current workflow — be specific
4. Your available hours and EST timezone overlap