AI Productivity Coordinator

Fremantle; Greater London; On-site; GBP 32,000 - 52,000; Full time

Benefits offered by this job

Generous company pension

Summer Fridays

Employee assistance program

Access to free courses and training

EV scheme

Cycle to work scheme

Season ticket loan

Business coaching sessions

Audience tickets

Job summary

Fremantle is seeking a proactive coordinator to support the Productivity AI Lead in driving adoption of AI across back-office functions. You will surface pain points, turn them into a live backlog, and coordinate cross-site working groups to keep initiatives on track.

The role focuses on organising meetings, maintaining trackers, and communicating progress to senior stakeholders. A background in media and familiarity with collaboration tools are advantageous.

Qualifications

• 2–5 years in a coordination, project support, operations or programme administration role, ideally in a fast-paced or matrixed organisation.
• Exceptional organisation and multi-workstream juggling ability.
• Experience coordinating regular meetings end to end: scheduling, agendas, minutes and follow-ups.
• Confident in maintaining trackers or registers and pulling simple progress reports.
• Good working knowledge of Excel or Google Sheets, including filters and basic charts.
• Clear written and verbal communication with diverse teams.
• Familiarity with everyday AI tools (e.g. ChatGPT, Copilot, Claude) in work or home settings.

Responsibilities

• Runs regular check-ins with labels and head-office functions to surface pain points and opportunities, turning conversations into a live backlog.
• Coordinates the fortnightly Head Office Productivity Working Group and monthly Head Office Functional Productivity Group workflows.
• Owns and maintains the master register of ideas and active builds, tracking adoption and time-saved data.
• Onboards new champions and maintains the champions network directory and AI productivity communications.
• Flags risks and blockers early and keeps the overall programme calendar visible across forums.

Skills

Coordination

Meetings management

Excel/Sheets

Stakeholder management

AI tools familiarity

Tools

SharePoint

Planner

Microsoft Teams

Power Automate

Job description

Creating the Extraordinary, Together. Fremantle is a powerhouse of the TV and Film industry. We are one of the world’s largest and most successful creators, producers and distributors of Entertainment, Drama & Film and Documentaries.

From critically acclaimed dramas like The Responder, starring Martin Freeman, award winning films including Paolo Sorrentino’s Oscar nominated The Hand of God to incredible entertainment like The Rap Game, Too Hot to Handle, The Apprentice and Britain’s Got Talent, we make shows with global appeal.

Our purpose

We are driven by a shared purpose of Creating the Extraordinary, Together. We tell stories that connect people around the world, reflecting and celebrating the diversity of the world we live in. Through compelling, irresistible entertainment, we aim to engage and inspire our audiences. To achieve this, we bring together people from all backgrounds and cultures, both in our teams and on our shows. We are committed to creating opportunities for talent by being inclusive in all that we do.

Job Description

About the team

This is an exciting role within Fremantle, to see how people are using AI in their everyday roles, and then work to increase adoption across all back office functions. We know that the organisations getting value from AI are not the ones with the best models, they are the ones who redesign workflows, put a named owner and budget behind adoption, build a visible role‑modelling network, and track impact centrally. This is exactly what we want from this role, to support the changing way we do business.

We want to find those pockets of experimentation across the business, test the usefulness and then get them embedded into other teams to drive efficiencies. This role is all about supporting and coordinating the department lead, and ensuring the projects stay on track.

This is a great opportunity for someone who is a brilliant coordinator, who wants a fresh challenge who will help drive real change within an organisation.

Here you will get to

Needs-gathering & discovery

• Runs regular check-ins with labels and head-office functions to surface pain points and opportunities, turning scattered conversations into a live, prioritised backlog for the Lead and Exec.
• Works out what is actually needed across the business and translates it into clear, buildable requests.

Coordination & cadence

• Coordinates the fortnightly Head Office Productivity Working Group and monthly Head Office Functional Productivity Group, things such as agendas, actions, minutes and follow-up, so nothing drops between sessions.
• Chases open actions across all working groups, and keeps the programme moving week to week, not just meeting to meeting.

Central register, tracking & reporting

• Owns and maintains the master register of ideas, in-flight builds, live automations and their status, the single source of truth for what's happening and where.
• Tracks adoption, usage and time-saved data for live tools, feeding the Productivity AI Lead's reporting to the Head of Department.

Network & communications

• Onboards new champions, keeps the champions network directory current, and coordinates the logistics of showcase/competition events.
• Maintains the single, findable communication channel for AI productivity (Useful GPTs, Claude Projects, Automations etc.), posting updates and wins so the business can see what's live.
• Coordinates scheduling of upskilling sessions with HR's L&D team against the agreed training plan.

Other

• First point of contact for labels or teams asking “where do I start?”, routing them to the right tool, champion or training.
• Flags risks, blockers and slipping timelines to the Productivity AI Lead early rather than letting them surface at the monthly meeting.
• Owns visibility of the overall programme calendar and timeline across both forums.

Qualifications

Essential

• 2–5 years in a coordination, project support, operations or programme administration role, ideally in a fast-paced or matrixed organisation.
• Exceptionally organised, able to juggle several workstreams, meetings and deadlines at once without things slipping.
• experience coordinating regular meetings or working groups end to end: scheduling, agendas, minutes, action logs and follow-up.
• Confident keeping a tracker or register accurate and up to date, and pulling simple reports on progress, usage or adoption from it.
• Good working knowledge of Excel or Google Sheets, including filters, simple formulas and basic charts.
• Comfortable following up with colleagues at all levels to keep actions moving, politely and persistently.
• Clear, friendly written and verbal communication, able to write a short update, post or summary that busy people will actually read.
• Confident building relationships across different teams and seniorities, and a natural first point of contact people feel comfortable asking for help.
• A regular user of everyday AI tools (e.g. ChatGPT, Copilot, Gemini, Claude) at work or at home, with a genuine interest in how they can make work easier. No technical background needed.
• Spots risks, blockers or slipping timelines early and flags them, rather than waiting to be asked.

Desirable

• Experience in media, entertainment or a production business.
• Experience supporting a change, transformation or technology rollout project.
• Experience organising events, showcases or internal communications.
• Familiarity with Microsoft Teams, SharePoint, Planner or similar collaboration tools.
• Some exposure to simple automation tools (e.g. Power Automate) or an appetite to learn

Additional Information

• generous company pension
• summer Fridays
• audience tickets
• employee assistance program
• access to free courses and training
• EV scheme
• cycle to work scheme
• season ticket loan
• business coaching sessions
• volunteer days

Fremantle is part of RTL Group, a global leader across broadcast, content and digital, itself a division of the international media giant Bertelsmann.

For more information, please visit Fremantle.com, follow us @FremantleHQ or visit our LinkedIn and Facebook pages.