Associate Producer

RUN Studios; Seattle (WA); Hybrid; USD 41,000 - 47,000; Part time

Benefits offered by this job

Medical, dental, vision

401k with company match

Paid holidays

Bonuses

Referral bonuses

Job summary

RUN Studios is seeking an Associate Producer to join our team in Seattle on a 3-month contract with potential extension or conversion. The role supports the Production Manager and partners with Recruiting, HR, Finance, Legal, Procurement, and Operations to keep client projects on track.

You will manage pre-production tasks, coordinate schedules, track budgets and timecards, produce call sheets, take meeting notes, and help run weekly status meetings while maintaining data in Confluence and other

Qualifications

• 2+ years of experience in project coordination, production coordination, or related admin role.
• Experience in client-facing environments and coordinating across multiple teams.
• Advanced Microsoft Excel skills: pivot tables, large datasets, budgets, and reporting.
• Strong proficiency with MS Office and project management tools.

Responsibilities

• Coordinate resource availability and staffing logistics with production teams.
• Support pre-production activities: maintain project records, travel, location/studio rentals, quotes, crew meals, call sheets.

Skills

Project coordination

Production coordination

Cross-functional collaboration

Excel

Budget tracking

Timecard management

Stakeholder communication

Organization

Tools

Monday.com

Confluence

Beeline

Job description

Support dynamic productions with your flexibility and detail-orientation.

RUN Studios is looking for a talented, detail-oriented Associate Producer to join our team for a 3-month contract (with potential for extension or conversion). Candidates must currently reside in the Seattle area.

The Associate Producer will serve as the primary support partner to our Production Manager team for one of our major corporate clients. This highly adaptive role provides essential backend support while also handling occasional client-facing needs as projects evolve. The ideal candidate is a collaborative, detail-driven multitasker who thrives in dynamic environments and enjoys keeping complex work organized and moving forward. If you’re looking to grow your project management skills while working with a fun, supportive, agile, and high-performing team, this role is for you!

As an Associate Producer, You Will

• Partner with Production Managers, Recruiting, Human Resources, Finance, Legal, Procurement, and Operations teams to support client and business objectives.
• Coordinate resource availability in partnership with Production Managers, Recruiting, and Human Resources, including schedules, booking agreements, and related staffing logistics.
• Support Production Managers with pre-production activities, including maintaining project records and forms, coordinating travel, securing location and studio rentals, obtaining quotes for equipment, talent, and locations, arranging crew meals, and preparing call sheets.
• Capture and distribute accurate meeting notes, action items, and follow-ups for team, project, and stakeholder meetings as needed.
• Facilitate and lead weekly team status meetings to promote alignment, communication, and project visibility across stakeholders.
• Support operational effectiveness by identifying process improvements, documenting internal procedures, maintaining Confluence resources, assisting with training, and providing administrative support that contributes to effective project execution and resource planning.
• Monitor billing milestones and proactively identify, elevate, and track overdue or missing information.
• Manage weekly timecard, out-of-office (OOO), and overtime (OT) tracking, ensuring approvals are documented, hours are accurately allocated to projects, and project trackers are updated with actuals.
• Review project tracking, budget, billing, and timecard data to identify discrepancies, investigate inconsistencies, and elevate issues as needed to support accurate client billing.
• Support competitively sourced and contingent workforce requests by coordinating candidate submissions, tracking statuses, and managing associated onboarding, extension, and offboarding activities in partnership with Production Managers and Recruiting.
• Support candidate workflows by maintaining accurate candidate tracking, coordinating interviews and scheduling logistics, and ensuring statuses and action items remain current.
• Track post-offer onboarding activities, including background checks, contingent workforce program submissions, equipment orders, and other onboarding requirements; provide timely status updates to Production Managers and clients while ensuring Production Managers remain the primary point of contact for new hires.
• Support new-hire readiness by coordinating day-one equipment setup and technology orientation and ensuring new hires have the tools and resources needed for a successful onboarding experience.
• Reconcile expense reports, ensuring receipts and supporting documentation align with submitted expenses and elevating discrepancies as needed.
• Coordinate hard drive distribution, collection, and handoff processes to support editorial and production workflows.
• Maintain accurate project, staffing, candidate, onboarding, billing, and resource-tracking records, ensuring data integrity and consistency across systems and reports.

In this Role, You Bring

• 2+ years of experience in project coordination, production coordination, project management support, operations, or a related administrative role, including responsibility for cross-functional coordination and external stakeholder communication.
• Experience working in a client-facing environment, with demonstrated ability to build relationships, communicate effectively with stakeholders, and coordinate across multiple teams and workstreams.
• Advanced Microsoft Excel skills, including experience:
• Creating and maintaining pivot tables and complex spreadsheets.
• Analyzing and validating large datasets.
• Tracking budgets, timecards, resource allocations, project actuals, or other operational data.
• Reconciling data across multiple sources and identifying discrepancies.
• Creating reports, summaries, or dashboards that clearly communicate actionable information.
• Strong proficiency with Microsoft Office Suite, including Word, Outlook, PowerPoint, and Teams, and experience using project management, workflow, or tracking platforms.
• Experience reviewing, tracking, and maintaining project budgets, billing milestones, invoices, expense reports, or other financial and operational data with a high degree of accuracy.
• Ability to manage multiple priorities and workstreams simultaneously while demonstrating strong organization, attention to detail, follow-through, and sound judgment.
• Experience preparing for and supporting stakeholder and client meetings, including developing agendas and discussion points, documenting meeting notes and action items, communicating key updates, and facilitating meetings as needed.
• Experience coordinating operational logistics such as scheduling, travel, calendars, interviews, onboarding activities, or resource planning.
• Strong analytical and problem-solving skills, with the ability to identify risks and discrepancies, determine appropriate next steps, and elevate issues when necessary.
• Excellent written and verbal communication skills, including stakeholder communication, process documentation, meeting facilitation, and strong spelling, grammar, and proofreading skills.
• Demonstrated ability to work independently and take ownership of assignments while collaborating effectively in a fast-paced, deadline-driven environment.
• Strong interpersonal skills with a collaborative, customer-focused, and service-oriented approach.
• Proactive, resourceful, and adaptable, with the ability to navigate shifting priorities, evolving processes, and ambiguity.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Experience supporting cross-functional teams within creative services, media production, marketing, staffing/recruiting, technology, or agency environments.
• Experience supporting enterprise-level clients or large-scale workforce programs.
• Experience with Monday.com, Confluence, Beeline, or similar project management, contingent workforce, or vendor management platforms.
• Experience supporting contingent workforce or staffing workflows, including candidate tracking, interview coordination, onboarding, timecard management, resource allocation, and PTO/OOO tracking.
• Experience reviewing candidate qualifications or supporting recruiting operations.
• Experience with process improvement, workforce analytics, and operational reporting.
• A desire to continue developing and advance within production or production management.
• A valid driver's license and ability to support occasional local errands as needed.
• Supervisory Responsibilities: None.
• Physical Demands: Prolonged periods of sitting at a desk and working on a computer.
• Work Environment: Hybrid role requiring a combination of remote and onsite work. 2 days minimum per week in office and minimum of 8 days per month in office.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or be assigned at any time with or without notice.

At RUN Studios we recognize our ultimate success depends on our talented and dedicated workforce. We understand, value, and are grateful for the invaluable contributions made by each employee. Our goal is to provide a comprehensive program of evolving competitive benefits specifically designed to support the needs of our employees and their dependents.

Compensation

Pay range: $30.00 - $34.00 / hourly.

The successful candidate’s pay will be based on various factors such as individual qualifications and work location.

Benefits and perks may vary depending on location and nature of the work, but eligible employees have access to medical, dental, vision, life, and AD&D benefits, health savings and flexible spending accounts, other telehealth and wellness benefits, a minimum of seven paid holidays per year, accrual of at least 6.5 days (Temporary Employment) to at least 15 days (Regular Employment) of paid time off per year, a 401k plan with company match, discretionary bonuses dependent on company, team or individual performance, and referral bonuses for eligible hired referrals.

As an equal opportunity employer, RUN Studios is committed to pay equity and does not discriminate on the basis of race, color, religion, national origin, gender, gender identity or expression, sexual orientation, genetic information, protected veteran status, disability, age, or other legally protected status.